> ## Documentation Index
> Fetch the complete documentation index at: https://help.coachiq.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Creating Your Availability Schedule

> Set up your coaching availability with weekly patterns, specific dates, or using Copilot AI

## What you'll accomplish

By the end of this guide, you'll have functional availability templates that define when you can coach. These templates become the foundation for all your bookable sessions.

<Check>
  **Success criteria**: Your availability templates are created and ready to be connected to schedulers, generating bookable time slots for athletes.
</Check>

<Info>
  **New to availability?** Read [How Availability Works](/scheduling/how-avaliability-works) first to understand the concepts. This article focuses on the practical "how-to" steps.
</Info>

## Before you begin

Decide on your approach before you start configuring:

**Most coaches start here** (Recommended):

* One to two availability schedules (ex: separate availabilities for group sessions and private sessions)
* Weekly recurring pattern (same days/times each week)
* Regular coaching hours

**Advanced setup** (Add later if needed):

* Multiple availability schedules (different locations or contexts)
* Specific date availability (irregular schedules)
* Complex patterns across templates

<Tip>
  **First-timer tip**: Create ONE simple weekly recurring availability template to start. You can always create more later when you have a clear reason to do so.
</Tip>

## Method 1: Weekly recurring availability (Recommended)

This is the most common and easiest approach. Set your regular weekly schedule once, and it continues forward automatically.

<Steps>
  <Step title="Navigate to Availability">
    From your dashboard:

    1. Click **Scheduling** in the main navigation
    2. Click **Schedule** from the submenu
    3. Select the **Availability** tab in the left sidebar
  </Step>

  <Step title="Create new Availability">
    Click **+ New availability** to open the availability builder.

    <Frame>
      <img src="https://mintcdn.com/coachiq/7w7DkazxLJkHN29M/images/scheduling/schedule-availability-list.png?fit=max&auto=format&n=7w7DkazxLJkHN29M&q=85&s=d1ae4d703feaed14399032fd9220ef2a" alt="Schedule Availability tab showing availability templates" width="2796" height="2300" data-path="images/scheduling/schedule-availability-list.png" />
    </Frame>
  </Step>

  <Step title="Select your available days" stepNumber={3}>
    Check the boxes for the days you're available to coach:

    **Example 1: Weekday Coach**

    * ✅ Monday
    * ✅ Tuesday
    * ✅ Wednesday
    * ✅ Thursday
    * ✅ Friday

    **Example 2: Weekend Specialist**

    * ✅ Saturday
    * ✅ Sunday

    **Example 3: Flexible Schedule**

    * ✅ Monday
    * ✅ Wednesday
    * ✅ Friday
    * ✅ Saturday

    <Frame>
      <img src="https://mintcdn.com/coachiq/EB8mKM0zqrZHPahY/images/scheduling/availablity-example.png?fit=max&auto=format&n=EB8mKM0zqrZHPahY&q=85&s=357bbe62f8129c2fb9227a1f1b8c2e52" alt="CoachIQ availability schedule showing selected days with time ranges" width="2858" height="2296" data-path="images/scheduling/availablity-example.png" />
    </Frame>
  </Step>

  <Step title="Set time ranges for each day">
    For each day you selected, set your available hours.

    **You can set different hours per day** if needed:

    * Monday: 4:00 PM - 8:00 PM
    * Wednesday: 3:00 PM - 9:00 PM
    * Friday: 4:00 PM - 8:00 PM
    * Saturday: 9:00 AM - 2:00 PM

    **Or same hours across all days**:

    * All selected days: 3:00 PM - 8:00 PM

    <Tip>
      **Time selection tip**: Use the dropdown or type times directly. Most systems support 15-minute increments (3:00, 3:15, 3:30, 3:45, etc.).
    </Tip>
  </Step>

  <Step title="Account for Time Slots Within Your Availability">
    **Important math**: Make sure your time available corresponds with the time slots you want to create later so your scheduler populates properly

    **Example**:

    * Avalability set from 5 - 9 pm
    * ✅ Sessions are 60 minutes
      * 5 - 6 pm
      * 6 - 7 pm
      * 7 - 8 pm
      * 8 - 9 pm
    * ❌ Sessions are 1 hour and 30 minutes
      * 5 - 6:30 pm
      * 6:30 - 8 pm
      * Not enough time with the availabilty set to end at 9 pm

    <Note>
      **Why this matters**: If your availability doesn't fit with the time slots offered, this will cut into your availability window, potentially preventing the last session from being bookable.
    </Note>
  </Step>

  <Step title="Name your availability template">
    **Good template names**:

    * "Private Training Sessions at Location 1"
    * "Group Training Sessions at Location 2"

    **Avoid generic names**:

    * "Availability 1"
    * "Schedule A"
    * "Template 1"

    If naming isn't available at this stage, don't worry—the availability will still work perfectly.
  </Step>

  <Step title="Review and save">
    Before saving, verify:

    * ✅ Days selected are correct
    * ✅ Time ranges match your intended schedule
    * ✅ End times account for buffer time
    * ✅ All days have time ranges set

    Click **Save** or continue with the rest of your scheduler configuration.

    <Check>
      **Success!** You've created a weekly recurring availability template. This pattern will automatically generate available slots every week going forward.
    </Check>
  </Step>
</Steps>

## Method 2: Specific dates availability

Use this when you have irregular schedules, seasonal coaching, or want to test time slots for a limited period.

<Steps>
  <Step title="Access the Availability section">
    On the Scheduler page, navigate to the **Availability** section (same as Method 1, Steps 1-2).
  </Step>

  <Step title="Choose 'Specific Dates' option">
    Look for and select **Specific Dates**

    This allows you to manually pick exact dates rather than recurring weekly patterns.
  </Step>

  <Step title="Select your available dates">
    Use the date picker or calendar to select specific dates you're available.

    **Example use cases**:

    **Summer camp availability**:

    * July 10, 11, 12, 13, 14 (week 1)
    * July 17, 18, 19, 20, 21 (week 2)
    * July 24, 25, 26, 27, 28 (week 3)

    **Testing new day**:

    * Every Saturday in October
    * October 7, 14, 21, 28

    **Irregular schedule**:

    * Pick specific dates that fit your variable schedule

    <Frame>
      <img src="https://mintcdn.com/coachiq/zvFA1j-6DPBaK1xy/images/specific-dates.png?fit=max&auto=format&n=zvFA1j-6DPBaK1xy&q=85&s=932b72c3fc04831fd3b63af3c9bacc79" alt="CoachIQ date picker for selecting specific available dates" width="1252" height="900" data-path="images/specific-dates.png" />
    </Frame>

    <Tip>
      **Bulk selection**: Many date pickers allow you to select multiple dates at once or select date ranges. Look for "Select Range" or similar options to avoid clicking individual dates.
    </Tip>
  </Step>

  <Step title="Set time ranges for selected dates">
    After selecting dates, set the time ranges for those dates.

    **Option A: Same time for all dates**

    * All selected dates: 9:00 AM - 5:00 PM

    **Option B: Different times per date** (if supported)

    * July 10: 9:00 AM - 5:00 PM
    * July 11: 10:00 AM - 3:00 PM
    * July 12: 9:00 AM - 5:00 PM
  </Step>

  <Step title="Review and save">
    Verify:

    * ✅ All intended dates are selected
    * ✅ No accidental dates included
    * ✅ Time ranges are correct
    * ✅ Dates extend far enough into future

    Click **Save** to create this specific-date availability.

    <Note>
      **Ongoing maintenance required**: Unlike weekly recurring patterns, specific dates don't extend automatically. You'll need to add more dates as time goes on.
    </Note>
  </Step>
</Steps>

## Method 3: Using Copilot to generate availability

CoachIQ's Copilot AI can generate availability patterns based on plain language descriptions.

<Steps>
  <Step title="Access Copilot in scheduler builder">
    Look for a **Copilot** panel on the side in the Availability Builder.

    <Frame>
      <img src="https://mintcdn.com/coachiq/EB8mKM0zqrZHPahY/images/scheduling/availablity-example.png?fit=max&auto=format&n=EB8mKM0zqrZHPahY&q=85&s=357bbe62f8129c2fb9227a1f1b8c2e52" alt="Availability builder with Copilot panel on the right side" width="2858" height="2296" data-path="images/scheduling/availablity-example.png" />
    </Frame>
  </Step>

  <Step title="Describe your availability in plain language">
    Tell Copilot your schedule using natural language.

    **Example prompts that work well**:

    **Simple weekly pattern**:

    > "I'm available Monday, Wednesday, and Friday from 3 PM to 8 PM"

    **Multiple time blocks**:

    > "I coach weekday afternoons 3-8 PM and Saturday mornings 9 AM to 1 PM"

    **Specific exclusions**:

    > "Available every weekday 2-7 PM except Thursdays"

    <Tip>
      **Pro tip**: Be specific with times and days. The more detail you provide, the better Copilot can generate your availability.
    </Tip>
  </Step>

  <Step title="Review Copilot's generated availability">
    Copilot will generate an availability pattern based on your description.

    **What to verify**:

    * ✅ Days are correct
    * ✅ Times match your intent
    * ✅ AM/PM is correct (not 3 AM when you meant 3 PM)
    * ✅ Pattern type (recurring vs specific dates) is right
  </Step>

  <Step title="Adjust if needed">
    If Copilot didn't get it quite right:

    * **Edit directly**: Manually adjust days or times
    * **Regenerate**: Try rephrasing your prompt and ask Copilot again
    * **Accept and tweak**: Accept the generated availability and fine-tune manually

    <Note>
      **Copilot learning**: The more you use Copilot, the better it understands your patterns and preferences.
    </Note>
  </Step>

  <Step title="Accept and save">
    Once you're satisfied with the generated availability, click \*\*Create \*\*to save your availability
  </Step>
</Steps>

## Adding blackout days (blocking time off)

Blackout days prevent bookings on specific dates without deleting your entire availability pattern.

<Steps>
  <Step title="Access blackout day settings">
    Look for options called:

    * **Blackout Days**
    * **Unavailable Dates**
    * **Block Time Off**
    * **Exceptions**

    This is typically in the Availability section or a separate Unavailable section.
  </Step>

  <Step title="Select dates to block">
    Use the date picker to select dates you want to block out:

    **Common blackout uses**:

    * Vacation: July 15-30
    * Holidays: Thanksgiving Day, Christmas week
    * Personal days: Doctor appointments, family events
    * Facility closures: Gym maintenance days

    <Tip>
      **Add holidays now**: When first setting up, add all known holidays and vacation days for the next 6-12 months. This prevents athletes from booking during times you can't coach.
    </Tip>
  </Step>

  <Step title="Save blackout days">
    Click **Save** or **Add Blackout Days** to apply these exceptions.

    <Check>
      **Result**: Your regular availability continues on all other dates, but the blackout days will show no available slots to athletes.
    </Check>
  </Step>

  <Step title="Verify blackout days appear correctly">
    Check your calendar to ensure:

    * ✅ Blackout days show no available slots
    * ✅ Days before and after blackout still have availability
    * ✅ All intended dates are blocked

    <Warning>
      **Existing bookings**: Blackout days don't automatically cancel existing bookings. If athletes already booked during dates you're now blocking, you'll need to manually cancel those bookings.
    </Warning>
  </Step>
</Steps>

## Creating multiple availability templates

As your business grows, you may need multiple availability templates for different contexts.

<AccordionGroup>
  <Accordion title="Scenario 1: Multiple Locations">
    **Your situation**: You coach at two facilities with different schedules.

    **Solution**:

    1. Create first scheduler with "Location A Availability"
       * Downtown Gym: Monday/Wednesday 5-9 PM
    2. Create second scheduler with "Location B Availability"
       * Community Center: Tuesday/Thursday 4-8 PM, Saturday 9 AM-1 PM

    **Result**: Location-specific schedulers pull from location-specific availability, preventing double-booking across locations.
  </Accordion>

  <Accordion title="Scenario 2: Different Session Types Need Different Times">
    **Your situation**: You only offer group classes on weekends but private training during weekdays.

    **Solution**:

    1. Create "Private Training" scheduler with weekday availability
       * Monday-Friday: 3-8 PM
    2. Create "Group Bootcamp" scheduler with weekend availability
       * Saturday/Sunday: 9 AM-12 PM

    **Result**: Each session type has appropriate availability without overlap or confusion.
  </Accordion>

  <Accordion title="Scenario 3: Testing New Time Slots">
    **Your situation**: You want to test offering early morning sessions without committing long-term.

    **Solution**:

    1. Keep existing scheduler with regular hours
       * "Regular Sessions": Monday/Wednesday/Friday 3-8 PM
    2. Create new scheduler with trial hours
       * "Early Morning Sessions": Tuesday/Thursday 6-8 AM (specific dates only for next month)

    **Result**: You can test demand for early mornings and easily remove if it doesn't work out, without affecting your core schedule.
  </Accordion>
</AccordionGroup>

<Info>
  **Remember**: Each scheduler can have its own availability configuration. You create multiple templates by creating multiple schedulers with different availability settings.
</Info>

## Editing existing availability

Your schedule will change. Here's how to update availability for existing schedulers.

<Steps>
  <Step title="Navigate to your scheduler">
    1. Go to **Scheduling → Schedule → Schedulers tab**
    2. Find the scheduler you want to edit
    3. Click to open or click **Edit**
  </Step>

  <Step title="Find the Availability section">
    Scroll to the **Availability** section of the scheduler.

    You'll see your current availability configuration displayed.
  </Step>

  <Step title="Make your changes">
    **Common edits**:

    **Adding a day**:

    * Check an additional day box
    * Set time range for that new day
    * Save

    **Changing hours**:

    * Adjust start/end times for existing days
    * Save

    **Removing a day**:

    * Uncheck the day box
    * Save

    **Adding blackout dates**:

    * Select new blackout days
    * Save
  </Step>

  <Step title="Save changes">
    Click **Save** or **Update Scheduler**.

    <Check>
      **Changes applied**: Future available slots will reflect your updated availability. Existing bookings remain unchanged.
    </Check>
  </Step>

  <Step title="Check your calendar">
    Navigate to **Schedule → Calendar** and verify:

    * ✅ New availability shows correct slots
    * ✅ Changed hours reflect properly
    * ✅ Removed days no longer show availability
    * ✅ Existing bookings are still there

    <Note>
      **Changes are forward-looking only**: Editing availability affects future bookable slots but doesn't change or cancel existing bookings.
    </Note>
  </Step>
</Steps>

## Connecting availability to multiple schedulers

The real power of availability templates: one template powering multiple session types.

### The reusability workflow

<Steps>
  <Step title="Create your first scheduler with availability">
    Follow Method 1 above to create your first scheduler with your regular availability (e.g., M/W/F 3-8 PM).

    Save this scheduler.
  </Step>

  <Step title="Create your second scheduler">
    When creating a second scheduler:

    1. Navigate to Availability section
    2. Look for option to **Use Existing Availability** or **Select Availability Template**

    If this option exists, select your previously created availability.

    <Tip>
      **System behavior note**: Different versions of CoachIQ may handle this differently. Some automatically share availability across schedulers; others require explicit selection.
    </Tip>
  </Step>

  <Step title="Verify shared availability">
    After saving your second scheduler:

    1. Check calendar in Week view
    2. Both schedulers should show available slots during the same time windows
    3. Both should reflect any changes you make to the shared availability

    <Check>
      **Success!** You're now managing one availability pattern that powers multiple schedulers.
    </Check>
  </Step>
</Steps>

### When schedulers should have SEPARATE availability

Create different availability for each scheduler when:

* ✅ They're at different physical locations
* ✅ One is weekday-only, another is weekend-only
* ✅ Different session types are genuinely available at different times
* ✅ You're testing new time slots for one session type

**Don't create separate availability when**:

* ❌ Different session types are offered during the same hours (same availability, different schedulers)
* ❌ Only the price or duration differs (same availability works fine)
* ❌ You want to limit bookings (use booking limits instead, not separate availability)

## Common availability patterns by coaching type

<Tabs>
  <Tab title="Solo Personal Trainer">
    **Typical Setup**:

    * **One availability template**: "Regular Coaching Hours"
    * Days: Monday/Wednesday/Friday
    * Times: 4:00 PM - 8:00 PM
    * Buffer: 15 minutes

    **Schedulers using this availability**:

    * 30-Min Quick Session - \$50
    * 60-Min Full Training - \$90
    * Free 30-Min Assessment

    **Why it works**: All services offered during same hours, manage schedule in one place.
  </Tab>

  <Tab title="Facility Owner (Multiple Coaches)">
    **Typical Setup**:

    * **Template 1**: "Coach Mike Hours"
      * M/W/F: 3-8 PM
    * **Template 2**: "Coach Sarah Hours"
      * T/Th: 4-9 PM, Sat: 9 AM-2 PM
    * **Template 3**: "Any Coach Available"
      * Combines both schedules

    **Schedulers**:

    * "Private with Coach Mike" → Uses Template 1
    * "Private with Coach Sarah" → Uses Template 2
    * "Private with Any Available Coach" → Uses Template 3

    **Why it works**: Clear separation by coach, plus flexibility for athletes who don't care which coach.
  </Tab>

  <Tab title="Team Coach">
    **Typical Setup**:

    * **Template 1**: "Team Practice Slots"
      * Monday/Wednesday: 6:00-7:30 PM only
    * **Template 2**: "Individual Sessions"
      * Tuesday/Thursday/Saturday: Variable hours

    **Schedulers**:

    * "Rising Stars Team Practice" (no self-booking, coach manually books entire team)
    * "1-on-1 Skill Development" (self-booking enabled)

    **Why it works**: Separates team commitments from individual athlete scheduling.
  </Tab>

  <Tab title="Seasonal/Camp Coach">
    **Typical Setup**:

    * **Specific dates only**: Not recurring weekly
    * Summer Camp Dates: June 12-16, June 19-23, June 26-30
    * Times: 9:00 AM - 3:00 PM (full day camps)

    **Schedulers**:

    * "Summer Camp - Week 1"
    * "Summer Camp - Week 2"
    * "Summer Camp - Week 3"

    **Why it works**: Limited engagement, specific dates, doesn't need ongoing weekly pattern.
  </Tab>
</Tabs>

## Availability best practices summary

<CardGroup cols={2}>
  <Card title="Start Simple" icon="seedling">
    One availability template, weekly recurring pattern. Add complexity only when you have a clear problem to solve.
  </Card>

  <Card title="Add Buffer Generously" icon="clock">
    15 minutes between sessions prevents burnout and gives you breathing room. Athletes never see buffer time.
  </Card>

  <Card title="Block Holidays Upfront" icon="calendar-times">
    Add blackout days for all known holidays, vacations, and time off when you first set up. Prevents problem bookings.
  </Card>

  <Card title="Think Reusability" icon="recycle">
    One availability template powering multiple schedulers = easier management and fewer conflicts.
  </Card>

  <Card title="Extend End Times" icon="clock">
    Set availability end time 15-30 minutes past when you want your last session to end (accounts for buffer time).
  </Card>

  <Card title="Use Descriptive Names" icon="tag">
    "Downtown Gym M/W/F" is better than "Availability 1" when you have multiple templates.
  </Card>

  <Card title="Review Calendar After Changes" icon="eye">
    Always check your calendar after editing availability to verify slots appear correctly.
  </Card>

  <Card title="Test First" icon="vial">
    Create a test scheduler with your availability and verify time slots generate as expected before going live.
  </Card>
</CardGroup>

## Troubleshooting availability issues

<AccordionGroup>
  <Accordion title="No available slots are showing when I test">
    **Possible causes**:

    1. Availability days/times not set
    2. Availability end date is in the past
    3. All time slots are blocked by blackout days
    4. Buffer time + session duration exceeds availability window

    **How to fix**:

    * Edit scheduler and verify availability is set
    * Check end date extends into future
    * Review blackout days for conflicts
    * Calculate: (session duration + buffer) × number of desired slots = minimum availability window needed
  </Accordion>

  <Accordion title="I see fewer available slots than expected">
    **Possible cause**: Buffer time is consuming your availability window.

    **Example problem**:

    * Availability: 3:00 PM - 5:00 PM (2 hours)
    * Session duration: 60 min
    * Buffer: 30 min
    * Expected slots: 2
    * Actual slots: 1 (only 3:00 PM works; 4:00 PM session would end at 5:00 PM but buffer would end at 5:30 PM)

    **How to fix**: Extend your availability end time to accommodate buffer after last session.
  </Accordion>

  <Accordion title="Changes to availability aren't showing on calendar">
    **Possible causes**:

    1. Changes not saved
    2. Browser cache showing old data
    3. Looking at wrong date range
    4. Changes only affect future, not past

    **How to fix**:

    * Re-save the scheduler
    * Refresh browser (hard refresh: Cmd+Shift+R or Ctrl+Shift+R)
    * Navigate to future dates to see new availability
    * Remember: existing bookings don't change, only future slots
  </Accordion>

  <Accordion title="Athletes can book times I didn't set as available">
    **Possible causes**:

    1. Multiple schedulers with different availability
    2. Another coach's availability overlapping
    3. Buffer time miscalculated
    4. Availability wider than intended

    **How to fix**:

    * Review all schedulers' availability settings
    * Check if multiple coaches have overlapping availability
    * Verify start/end times are correct (not AM/PM errors)
    * Double-check all checked day boxes match intent
  </Accordion>

  <Accordion title="I can't reuse my availability across schedulers">
    **System limitation**: Some versions of CoachIQ create availability per-scheduler rather than as reusable templates.

    **Workaround**:

    * Manually configure same availability in each scheduler
    * Be extra careful to keep them in sync when making changes
    * Consider using Copilot with same prompt for each scheduler to ensure consistency
  </Accordion>
</AccordionGroup>

## Quick reference: Time calculation formulas

When planning your availability, use these formulas:

### How many slots will I have?

**Formula**:

```
Available slots = (Availability window) ÷ (Session duration + Buffer time)
```

**Example**:

* Availability: 3:00 PM - 8:00 PM = 5 hours = 300 minutes
* Session: 60 minutes
* Buffer: 15 minutes
* Calculation: 300 ÷ 75 = 4 slots

**Result**: 4 bookable time slots per day

### When should I end my availability?

**Formula**:

```
Availability end time = Desired last session start time + Session duration + Buffer time
```

**Example**:

* Last session start: 7:00 PM
* Session: 60 minutes
* Buffer: 15 minutes
* Calculation: 7:00 PM + 60 min + 15 min = 8:15 PM

**Result**: Set availability to end at 8:15 PM

### How much availability do I need?

**Formula**:

```
Minimum availability window = (Desired number of slots) × (Session duration + Buffer)
```

**Example**:

* Want 5 slots per day
* Session: 60 minutes
* Buffer: 15 minutes
* Calculation: 5 × 75 = 375 minutes = 6.25 hours

**Result**: Need at least 6.25 hours of availability to offer 5 bookable slots

<Tip>
  **Pro tip**: Add 15-30 minutes to calculated minimums as safety buffer for real-world schedule flexibility.
</Tip>

## What's next

Now that your availability is set up, you're ready to create schedulers that use this availability.

<CardGroup cols={2}>
  <Card title="Create Your First Scheduler" icon="sliders-h" href="/scheduling/creating-first-scheduler">
    Use your availability to create bookable session types
  </Card>

  <Card title="Managing Blackout Days" icon="calendar-times" href="/scheduling/blackout-days-time-off">
    Advanced guide to blocking time off and managing exceptions
  </Card>

  <Card title="Multi-Coach Availability" icon="users" href="/scheduling/multi-coach-availability">
    Set up availability for teams and multiple coaches
  </Card>

  <Card title="Schedulers Dashboard" icon="th-large" href="/scheduling/schedulers-management-dashboard">
    Advanced availability management across all schedulers
  </Card>
</CardGroup>

## Related articles

<CardGroup cols={3}>
  <Card title="How Availability Works" icon="info-circle" href="/scheduling/how-avaliability-works">
    Understand availability concepts and why they matter
  </Card>

  <Card title="Your First Session" icon="rocket" href="/scheduling/book-your-first-session">
    Complete guide to creating your first bookable session
  </Card>

  <Card title="Advanced Settings" icon="clock" href="/scheduling/advanced-scheduler-settings">
    Optimize spacing and booking windows
  </Card>

  <Card title="Scheduling Overview" icon="book-open" href="/scheduling/overview">
    Complete overview of the scheduling system
  </Card>

  <Card title="Calendar Basics" icon="calendar-alt" href="/scheduling/calendar-overview-and-navigation">
    Navigate and manage your booking calendar
  </Card>

  <Card title="Scheduler Settings" icon="tools" href="/scheduling/scheduler-settings-limits-and-permissions">
    Fix common availability and scheduling problems
  </Card>
</CardGroup>

<Info>
  **Need help planning your availability strategy?** Our support team can help you design the optimal setup for your coaching business. [Contact Support](https://coachiq.com/support)
</Info>