Why Aren't My Sessions Showing Up for Booking?

Troubleshoot missing session availability in your booking calendar and help clients find open time slots

Quick check: Most missing sessions are caused by the connected coach being booked elsewhere, availability settings, or session limits.

Common causes & fixes

1. Connected coach already booked (double-booking prevention)

Very common - If the coach assigned to this scheduler has sessions booked at the same times through another scheduler, those time slots won’t appear. This is CoachIQ preventing double-bookings.

Fix:

1. Go to Schedule → Calendar
2. Check if the connected coach has existing sessions during the times you expect to see availability
3. If they do, that’s why those slots aren’t showing — the coach is already booked
4. To free up slots, either cancel/reschedule the conflicting sessions or adjust the coach’s availability

Example: Coach Mike is connected to both “Private Training” and “Group Classes” schedulers. If he has a Group Class booked Monday 4-5pm, that slot won’t appear for Private Training bookings either — even though both schedulers pull from the same availability.

To check which coach is connected:

1. Go to Schedule → Schedulers
2. Select the scheduler in question
3. Look for Connected Coaches section
4. Note which coach(es) are assigned, then check their calendar for conflicts

2. Availability not set for that time

Most common issue - Your availability determines when clients can book.

Fix:

1. Go to Schedule → Availability
2. Check if you have availability set for the day/time in question
3. Add availability blocks that cover when you want sessions bookable
4. Save changes

Sessions can only be booked during times you’ve marked as available. If you’re available Monday 9am-5pm, but only set availability for 9am-12pm, afternoon slots won’t show.

3. Session limit reached

Your scheduler may have a maximum number of sessions per day/week.

Fix:

1. Go to Schedule → Schedulers
2. Select the scheduler you’re troubleshooting
3. Check “Max bookings per day”, “Maximum bookings per week”, “Max athletes per time slot”
4. Increase limits or untoggle the limit to allow unlimited booking
5. Click Save

4. Minimum notice requirement

You may require clients to book a certain time in advance.

Fix:

1. Go to Schedule → Schedulers
2. Select the scheduler you’re troubleshooting
3. Check the Minimum notice setting (e.g., 24 hours)
4. Reduce if needed or set to 0 for same-day booking
5. Click Save

Example: If minimum notice is 24 hours and the session is on Monday at 6 pm, then athletes can’t book after Sunday at 6 pm.

5. Date range restrictions

Sessions may have start/end dates limiting bookability.

Fix:

1. Go to Schedule → Schedulers
2. Select the scheduler you’re troubleshooting
3. Check Set Date Range settings
4. Verify “Start date” hasn’t passed and “End date” hasn’t arrived
5. Adjust dates as needed
6. Click Save

6. Session already booked

Someone may have already booked that specific time slot.

Fix:

1. Go to Schedule → Calendar
2. Check if the time slot shows an existing session
3. If it’s an error, cancel the existing session
4. The slot will become available again

7. Timezone mismatch

Your availability may be set in a different timezone than expected.

Fix:

1. Go to Schedule → **Availability **→ **Select Availability **
2. Check the Timezone setting at the top of your availability
3. Verify it matches your actual timezone
4. Update if incorrect
5. Save changes and check calendar again - times will adjust

If you recently changed timezones, your availability blocks may have shifted. Review and adjust as needed.

8. Buffer time between sessions

Buffer settings prevent back-to-back bookings.

Fix:

1. Go to Schedule → Schedulers → Select the scheduler
2. Find Buffer settings
3. Check “Buffer before” and “Buffer after” values
4. Reduce if blocking too many slots
5. Click Save

Example: 30-minute buffer after each 60-minute session means a 10am session blocks booking until 11:30am.

9. Scheduler is inactive

The scheduler might be disabled or turned off.

Fix:

1. Go to Schedule → Schedulers
2. Select the scheduler you’re troubleshooting
3. At the top of the scheduler settings, check if Active is toggled on
4. If it’s off, toggle it on to enable bookings
5. Click Save

Quick diagnostic checklist

Work through this in order:

1. Check for coach conflicts first

   • Go to Schedule → Calendar and look at the connected coach’s schedule
   • If they have sessions booked from other schedulers during those times, that’s why slots aren’t showing
   • This is the most overlooked cause when “everything looks right” but slots still don’t appear
2. Verify basic setup

   • Scheduler is Active
   • You have availability set for the desired day/time
   • A coach is connected to the scheduler
   • The time slot isn’t already booked
3. Check booking restrictions

   • Minimum notice isn’t blocking near-term slots
   • Daily/weekly session limits aren’t maxed out (check in Schedule → Schedulers)
   • Date range includes the timeframe you’re checking
4. Review time settings

   • Timezone is correct
   • Buffer times aren’t blocking adjacent slots
   • Session duration matches your availability blocks

Found the issue? After making changes, refresh your booking page or check from a client’s perspective to verify sessions now appear.

Still not showing up?

If you’ve checked everything above and sessions still aren’t appearing:

1. Test from client view: Visit your booking page while logged out or in incognito mode
2. Check specific session: Go to Schedule → Scheduler and verify the session exists
3. Clear cache: Browser cache can show outdated availability
4. Contact support: Include screenshots of your availability settings and the issue