Calendar: Your Scheduling Command Center

Master calendar views, filtering, and navigation to manage all your sessions, bookings, and athletes efficiently.

Where to find this: Schedule → Calendar

What you’ll accomplish

Master the CoachIQ calendar to visualize your entire schedule, quickly find bookings, manage participants, and prevent conflicts. The calendar is your daily hub for seeing who’s training when, what’s booked, and where you have availability.

Success: You can switch between views, use filters to find specific sessions, navigate dates efficiently, and take quick actions without leaving the calendar.

Understanding the calendar vs. schedulers

Before diving in, clarify the distinction between schedulers and the calendar:

Schedulers	Calendar
Templates for bookable sessions	Visual display of actual bookings
Where you configure services	Where you see booked sessions
Set availability, pricing, rules	View who’s booked when
Athletes book FROM schedulers	Results appear ON calendar

Think of it like:

• Schedulers = Your menu of services available for booking
• Calendar = Your daily planner showing confirmed appointments

Example flow:

1. Create “60-Min Private Training” scheduler
2. Athlete books Tuesday 3pm from that scheduler
3. Booking appears on your calendar for Tuesday 3pm

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The four calendar views

CoachIQ offers four distinct views, each optimized for different tasks.

Day View

Best for: Detailed hourly management, checking specific day logistics

What you see:

• Hour-by-hour grid for selected day
• All sessions with time blocks
• Participant initials in each session
• Session names and scheduler types
• Color-coded by scheduler

When to use:

• Morning prep: “What’s happening today?”
• Detailed planning: “Can I fit one more session at 4pm?”
• Participant verification: “Who’s in my 3pm session?”

Navigation:

• Click date picker to choose specific day
• Use arrows to move day-by-day
• Click “Today” to jump to current day

Pro tip: Day view is your morning ritual. Open it each morning to see the day’s lineup, verify participants, and mentally prepare for sessions.

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Week View

Best for: Weekly planning, pattern recognition, capacity management

What you see:

• 7-day grid (Sunday - Saturday)
• All sessions across the week
• Participant initials per session
• Visual distribution of workload
• Color patterns by scheduler type

When to use:

• Weekly planning: “How’s my week looking?”
• Capacity analysis: “Am I overbooked on Wednesday?”
• Pattern spotting: “Why are Thursdays always light?”
• Staff coordination: “Can we balance sessions across coaches?”

Visual insights:

• Dense columns = Busy days requiring energy management
• Light columns = Opportunity for marketing or admin time
• Color variety = Good service mix vs. repetitive schedule

Weekly review ritual: Every Sunday evening or Monday morning, review week view to:

1. Identify your busiest days
2. Plan energy accordingly
3. Spot gaps for additional bookings
4. Prepare mentally for the week ahead

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Month View

Best for: Long-term planning, trend analysis, capacity forecasting

What you see:

• 30-day calendar grid
• Session count per day
• First few participant initials
• High-level booking patterns
• Busy vs. slow periods

When to use:

• Monthly planning: “How booked am I next month?”
• Trend identification: “Which weeks are typically slow?”
• Vacation planning: “When can I take time off?”
• Marketing timing: “When should I push for more bookings?”

Visual indicators:

• Number count: How many sessions that day (e.g., “5” = 5 sessions)
• Participant bubbles: Shows athlete initials for first few bookings
• Color density: More sessions = darker/fuller appearance

Clicking a day: Opens that day’s sessions in detail view

Capacity planning insight: Month view helps you identify booking patterns. Notice all your Mondays are full but Fridays are empty? Adjust availability or marketing accordingly.

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List View

Best for: Detailed session information, administrative tasks, reporting

What you see:

• Chronological list of all bookings
• Three tabs: Upcoming, Canceled, Past
• Detailed information per session:
  • Athlete name and email
  • Date and time
  • Duration
  • Session/scheduler name

When to use:

• Reviewing specific athletes: “Show me all John’s upcoming sessions”
• Finding past sessions: “What did we do on August 15?”
• Analyzing cancellations: “How many cancellations this month?”
• Administrative tasks: “List all sessions for billing review”

Tab functionality:

Upcoming

Shows: All future sessions not yet occurred

Use for:

• Daily prep: “Who’s training this week?”
• Verification: “Confirm athlete has correct sessions booked”
• Planning: “What’s my load over next 2 weeks?”

Sort: Chronological (earliest first)

Canceled

Shows: All sessions that were canceled (by you or athlete)

Use for:

• Analyzing patterns: “Who cancels frequently?”
• Rebooking: “Can I fill this canceled slot?”
• Refund verification: “Were credits refunded properly?”
• Policy evaluation: “Is my cancellation policy working?”

Information includes: Cancellation timestamp, who canceled, if credits refunded

Past

Shows: All completed sessions

Use for:

• Record keeping: “How many sessions with Sarah this month?”
• Billing reconciliation: “Verify all sessions were paid”
• Progress tracking: “How often is John training?”
• Historical reference: “When did we last do X workout?”

Sort: Reverse chronological (most recent first)

Understanding visual elements

The calendar uses visual indicators to convey information quickly.

Color coding

Sessions are color-coded by scheduler type:

• Each scheduler has a distinct color (teal, purple, blue, green, etc.)
• Colors help you distinguish session types at a glance
• Consistent across all calendar views

Example:

• Teal = Rising Stars Class
• Purple = Elite Class
• Blue = Shooting Lab
• Green = Open Gym

Why this matters: Quickly spot session distribution

• “All my sessions today are Elite (purple) - high intensity day”
• “Good mix of colors this week - balanced service delivery”
• “Only seeing one color - am I offering enough variety?”

Visual scheduling strategy: Use color patterns to balance your week. Avoid scheduling all high-intensity (one color) sessions in one day. Spread colors (session types) for energy management.

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Participant initials

What you see: Athlete initials displayed in session blocks (AS, KW, WB, TG, etc.)

Format:

• Individual sessions: Shows single athlete’s initials
• Group sessions: Shows multiple initials
• Overflow: Shows “+X more” when too many to display

Examples:

• AS = Single athlete (Alex Smith)
• AS, KW, WB = 3 athletes in group session
• AS, KW, WB, TG (+2) = 6 athletes total, showing first 4 + indicator for 2 more

Why initials matter:

• Quick participant verification without clicking
• Spot familiar athletes across multiple sessions
• Identify group dynamics at a glance

Use case: “I see ‘AS’ in three different sessions this week - Alex is training hard!”

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Capacity display

Two different formats depending on context:

Coach/Admin View (X/Y format)

Format: 4/10 Participants

Meaning: 4 athletes booked out of 10 total capacity

Where shown:

• Session detail modal (when you click on a session)
• Admin management screens
• Your internal calendar views

Example: 6/12 Participants = 6 booked, 12 capacity, 6 spots remaining

Quick math: Total capacity minus booked = available spots

Athlete View (Remaining format)

Format: 9 slots remaining

Meaning: 9 spots still available for booking

Where shown:

• Athlete booking flow
• Public-facing schedulers
• Time slot selection screens

Visual states:

• 9 slots = Plenty of room (appears normal)
• 2 slots = Getting full (may show warning color)
• 0 slots = Full (grayed out, can’t book)

Why different format: Athletes care about “can I book?” not “how many are already in.”

Visual example in calendar:

• Session shows AS, KW, WB, TG = 4 initials visible
• Click session → Modal shows 4/10 Participants
• Athlete sees booking page → Shows 6 slots remaining
• All three formats describe the same session!

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The filtering system

Filters help you find specific bookings quickly in busy schedules.

Available filters

Location: Top-right of calendar interface

Four filter categories:

1. Athlete(s) Filter

   Options:

   • All = Show sessions for all athletes (default)
   • Individual athletes = Select specific athlete(s)

   When to use:

   • Check specific athlete’s schedule: “Show me only Sarah’s sessions”
   • Verify booking: “Did John’s Tuesday session go through?”
   • Athlete coordination: “When is Emma training this week?”

   Multi-select: You can select multiple athletes to see just their sessions

   Example: Filter to “John” and “Sarah” to see only their combined schedules

2. Schedulers Filter

   Options:

   • All Schedulers = Show all session types (default)
   • Individual schedulers = Select specific scheduler(s)

   When to use:

   • Focus on specific service: “Show me only Private Training sessions”
   • Analyze scheduler popularity: “How booked is Elite Class?”
   • Service planning: “How many group classes this week?”

   Example: Filter to “Rising Stars Class” to see all Rising Stars sessions across calendar

   Scheduler analysis: Filter to one scheduler, switch to week view. Quickly see booking patterns for that specific service type.

3. Coaches Filter

   Options:

   • All Coaches = Show sessions for all coaches (default)
   • Individual coaches = Select specific coach

   When to use (multi-coach businesses):

   • Check individual coach workload: “How many sessions does Mike have?”
   • Balance scheduling: “Sarah has 30 sessions, David only has 10”
   • Coach-specific planning: “When can Sarah take vacation?”

   Solo coaches: This filter is less useful if you’re the only coach

   Example: Filter to “Coach Mike” to see only his assigned sessions

4. Timezone Filter

   Options: PST, EST, CST, MST, and other timezones

   When to use:

   • Virtual training across time zones
   • Multi-location businesses
   • Travel coordination

   Default: Your account timezone setting

   Example: You’re in PST but have East Coast virtual clients. Switch to EST to see their local times.

   Timezone confusion alert: Always verify which timezone you’re viewing. Booking at wrong timezone causes no-shows and frustration.

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Filter combinations

Power of combining filters:

You can use multiple filters simultaneously for laser-focused views:

Example combinations:

Scenario 1: Check specific athlete's private training

Filters:

• Athlete: “Sarah Johnson”
• Scheduler: “Private Training”

Result: Only Sarah’s private training sessions appear

Use case: “How many private sessions has Sarah completed this month?”

Scenario 2: Review one coach's group classes

Filters:

• Coach: “Mike”
• Scheduler: “Group Class”

Result: Only Mike’s group classes appear

Use case: “Is Mike’s group class capacity being utilized well?”

Scenario 3: Virtual training analysis

Filters:

• Scheduler: “Virtual Training”
• Timezone: “EST”

Result: Only virtual sessions displayed in EST time

Use case: “What’s my virtual training schedule look like to East Coast clients?”

Scenario 4: Multi-athlete coordination

Filters:

• Athletes: “John” + “Emma” + “Alex” (multi-select)

Result: Combined schedule for those three athletes

Use case: “Can I schedule a small group session with these three athletes? When are they all available?”

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Clearing filters

To return to full calendar view:

1. Click filter dropdown
2. Select “All” option
3. Or click any active filter badge and click X

Visual indicator: Active filters show as badges/pills near filter dropdowns

Quick clear: Look for “Clear all filters” or click “All” in each dropdown

Filter persistence: Some systems remember your last filter settings between sessions. Others reset to “All” when you reload the page.

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Navigating dates

Move through your calendar efficiently with navigation controls.

Date picker

What it is: Calendar icon or date display at top of calendar

How to use:

1. Click date picker/calendar icon
2. Mini calendar pops up
3. Select specific date
4. Calendar jumps to that date

When to use:

• Jump to future date: “What’s happening three weeks from now?”
• Check past date: “What did we do on August 15?”
• Skip ahead: “Show me the week of October 15”

Pro tip: Faster than clicking through week-by-week with arrows

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Previous/Next navigation

What it is: Arrow buttons (← →) next to date display

Function:

• Left arrow (←): Previous period (day/week/month depending on view)
• Right arrow (→): Next period

View-specific behavior:

• Day view: Moves 1 day at a time
• Week view: Moves 1 week at a time
• Month view: Moves 1 month at a time

When to use: Sequential browsing, looking at adjacent days/weeks

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Jump to today

What it is: “Today” button (usually near date display)

Function: Instantly returns to current day regardless of where you were

When to use:

• You’ve navigated far into future/past: “Get me back to today”
• Quick reset after exploring different dates
• Rapid return to current context

Keyboard shortcut (if available): Some systems support “T” key for “Today”

Daily workflow: Start every day by clicking “Today” to orient yourself to the current day’s schedule.

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Quick actions from calendar

Perform common tasks directly from the calendar interface.

Book Session button

Location: Top-right corner of calendar

Function: Opens booking builder to create new session

Use cases:

• Manual booking: “Client called, need to add them for Tuesday 3pm”
• Fill gaps: “I have a 2pm opening, let me book someone”
• Recurring sessions: Create multi-week booking patterns

Workflow:

1. Click “Book Session”
2. Select client
3. Choose scheduler
4. Pick date & time
5. Confirm booking
6. Appears immediately on calendar

Alternative: You can also book by clicking on empty time slot (if enabled)

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Click session for details

Action: Click any session block in calendar

Opens: Session detail modal/panel

Information displayed:

• Session name and scheduler type
• Date, time, duration
• Participants (with capacity: 4/10)
• Coach assigned
• Location

Available actions:

Add Participants

Function: Add more athletes to this session

When available: Session has remaining capacity

Workflow:

1. Click “Add Participants”
2. Search for athlete by name/email
3. Select athlete(s)
4. Choose credit redemption or payment
5. Add to session
6. Athlete receives confirmation

Use case: “This group class has 3 spots left, let me add a few more athletes”

Capacity check: System prevents adding more athletes than max capacity allows.

Send Message

Function: Message all participants in this session

When to use:

• Session update: “We’re moving to outdoor field today”
• Reminder: “Don’t forget to bring resistance bands”
• Prep: “Review last week’s video before today’s session”
• Cancellation: “Sorry, I’m sick - session canceled”

Workflow:

1. Click “Send Message to All”
2. Compose message
3. Choose delivery: SMS, email, in-app (or all)
4. Send
5. All participants receive notification

Recipient list: Automatically includes all confirmed participants

Group communication: This is the fastest way to message all athletes in a specific session without manually selecting each one.

Edit/Cancel Session

Function: Modify session details or cancel entirely

Edit options:

• Change time
• Change duration
• Add/remove participants
• Update notes

Cancel options:

• Cancel entire session
• Choose whether to refund credits
• Send cancellation notification to participants

Use case: “I need to reschedule Tuesday’s session to Thursday”

Cancellation impact: Canceling sessions affects athletes’ plans. Provide as much notice as possible and clear communication about refunds/rescheduling.

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Common calendar questions

Why don't I see a session I created?

Possible causes:

1. Active filters: You filtered by athlete/scheduler and this session doesn’t match
   • Fix: Clear all filters (select “All”)
2. Wrong date range: Session is outside your currently viewed dates
   • Fix: Use date picker to jump to session date
3. Wrong view: Session exists but hard to see in month view
   • Fix: Switch to Day or Week view for that date
4. Not yet booked: You created a scheduler but no one has booked yet
   • Fix: Calendar only shows actual bookings, not availability

Quick diagnostic: Clear all filters → Jump to “Today” → Switch to Week View

How do I see my availability, not just bookings?

Important: Calendar shows BOOKINGS (actual scheduled sessions with athletes), not your availability windows

To see availability:

• Go to Schedule → Schedulers
• View availability templates
• Or check scheduler settings for availability schedule

Why separate: Calendar = confirmed appointments. Availability = when you’re bookable.

Analogy: Calendar shows confirmed appointments. Schedulers show when your office is open.

Can I color-code by coach instead of scheduler?

Current limitation: CoachIQ calendar typically color-codes by scheduler type, not by coach

Workaround:

• Use coach filter to isolate one coach
• Their sessions appear in their assigned color
• Switch between coach filters to check each coach individually

Multi-coach facilities: Request this feature from CoachIQ support if needed for your operation

What do the numbers on month view mean?

The number = Total sessions that day

Examples:

• 3 = 3 sessions scheduled that day
• 7 = 7 sessions scheduled that day
• No number = No sessions

Additional info: Below the number, you’ll see participant initials for first few sessions

Click the day to see full session details in Day View

How do I print or export my calendar?

Printing:

1. Choose your desired view (Week or Month works best)
2. Apply any filters needed
3. Use browser print function (Ctrl+P or Cmd+P)
4. Adjust print settings as needed

Exporting: Check if CoachIQ offers:

• CSV export of bookings
• Calendar feed (iCal format)
• Integration with Google Calendar or Apple Calendar

List View advantage: Best for printing detailed session lists for administrative records

Why does an athlete appear in multiple sessions simultaneously?

This should NOT happen: System prevents athletes from double-booking

If you see this:

1. Check if same athlete or different athletes with similar names/initials
2. Verify both sessions are actually confirmed (not one in “pending” state)
3. Check for timezone issues causing display confusion
4. Contact support - this is a potential conflict needing resolution

Prevention: System typically blocks overlapping bookings for same athlete

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Troubleshooting calendar display

Sessions not appearing

Checklist:

• Clear all filters (select “All” in each dropdown)
• Verify correct date range (use date picker)
• Try different view (Day, Week, Month, List)
• Hard refresh browser (Ctrl+Shift+R or Cmd+Shift+R)
• Check if session was actually booked (vs. just scheduler created)

Common culprit: Active filter hiding the session you’re looking for

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Wrong times showing

Possible causes:

1. Timezone mismatch: Calendar showing different timezone than expected
   • Fix: Check timezone filter, ensure correct timezone selected
2. Browser timezone: Your computer/browser timezone doesn’t match account
   • Fix: Verify account settings match your actual location
3. Daylight Saving Time: During DST transitions, times may shift
   • Fix: Verify session times are correct in session detail modal

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Colors are confusing

If you can’t distinguish scheduler types:

1. Click on sessions to see scheduler name in detail modal
2. Use scheduler filter to isolate one type at a time
3. Create a color key legend for yourself
4. Request CoachIQ support to adjust colors if accessibility issue

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Participant initials unclear

If initials don’t make sense (overlapping, cut off, too many):

• Click session for full participant list in modal
• Use List View for detailed participant information
• Filter by specific athlete to see their sessions clearly

“+X more” indicator: Click session to see all participants

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Calendar best practices

Daily ritual: Start each coaching day with this 2-minute calendar routine:

1. Click “Today”
2. Day View - Review today’s lineup
3. Week View - Preview tomorrow
4. Filter by each athlete - Verify their schedules
5. Mental prep for the day

This simple routine prevents no-shows, booking errors, and scheduling surprises.

Weekly planning: Every Sunday evening or Monday morning:

1. Week View for upcoming week
2. Identify busy vs. light days
3. Plan energy management accordingly
4. Spot opportunities for additional bookings
5. Review capacity utilization by filtering each scheduler

Better planning = better performance = better athlete results.

Monthly business review: First day of new month:

1. Month View for previous month
2. Compare booking density to goals
3. Filter by each scheduler - Which are popular? Which are underutilized?
4. Analyze cancellation tab for patterns
5. Adjust marketing, pricing, or availability based on data

Data-driven decisions beat gut feeling every time.

Filter efficiency: Create “favorite filter combinations” for routine tasks:

• Morning check: Filter by today, all athletes, all schedulers
• Athlete review: Filter by specific athlete, all time
• Service analysis: Filter by specific scheduler, month view
• Coach balance (multi-coach): Filter by each coach, week view

Standardize your filter workflows to save time daily.

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Next steps

Managing Conflicts

Understand and resolve scheduling conflicts efficiently

Manual Booking

Book athletes directly from calendar

Booking Management

Edit, reschedule, or cancel existing bookings

Creating Schedulers

Create bookable schedulers that appear on calendar

Related articles

Understanding Schedulers

Clarify scheduler vs. calendar concepts

Availability Setup

Configure when you’re available for booking

Blackout Days

Block unavailable dates on calendar

Multi-Coach Management

Coordinate multiple coaches on one calendar

Athlete Booking Flow

Understand how bookings appear on your calendar

Calendar Troubleshooting

Fix common calendar display issues

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Questions about calendar functionality? Our support team can help you optimize your calendar workflow and resolve any display issues. Contact Support