Scheduling

Create bookable services, set availability, and manage sessions for athletes and families.

Use Scheduling to offer sessions and manage your calendar. Set up the service, choose when it is available, then share it with athletes and parents.

What do you want to do?

Create and publish a scheduler

Set up a lesson, class, practice, or rental and make it bookable.

Change your availability

Set weekly hours, add specific dates, or adjust a shared template.

Book an athlete

Book from the calendar, including an exception outside normal hours.

Move or cancel a session

Change one occurrence and choose whether to notify participants.

Solve a booking problem

Find missing times, check visibility, or understand a refused booking.

Manage today's sessions

Find participants, check attendance, and open session actions.

How scheduling fits together

Part	What it does	Example
Scheduler	Defines the service, available lengths, payment, capacity, and booking rules	Hitting lessons with 30- and 60-minute options
Availability	Supplies the days and hours the scheduler can use	Mondays and Wednesdays, 3–7 PM
Session	A particular occurrence on the schedule	Wednesday at 4 PM
Booking	Reserves a place for an athlete in that occurrence	Alex attending the 4 PM lesson

A group session can have several athlete bookings. One booking does not close the time unless capacity or another scheduling rule prevents further bookings.

Availability alone does not reserve a coach or a cage. Attach the appropriate coaches and resources, then review their conflict settings. Duration, start times, buffers, booking windows, and existing reservations all affect which times can be booked.

Find the right screen

Open Scheduling in the admin navigation:

Screen	Use it to
Calendar	View booked sessions or open availability; book, move, cancel, and check in athletes
Schedulers	Create and edit services, copy booking links, organize the catalog, and archive finished offerings
Setup	Manage reusable availability, coaches, locations, resources, and defaults for new schedulers

Decide when to use another scheduler

Use one scheduler for different lengths of the same service when the rest of the setup is shared. Price by session length lets a 30-minute lesson and a 60-minute lesson have different prices or credit costs.

Create a separate scheduler when the offering needs different capacity, booking rules, availability, or service details—for example, a private lesson and a group clinic. A different venue on one date can use a per-date location.

Choose how people book and pay

Athletes and parents can book through your published schedule or a direct link. Staff can book manually or create a recurring schedule. Parents select the attending child; see family booking.

A scheduler can be Free or Paywalled. Paid options are Price, Credit, or Either. Configure the payment option separately from the booking’s date and time; creating a staff booking is not proof that a card payment was collected.

For a team season, start with Teams practices and games when Teams is enabled for your organization. Team membership, payment, and a successful session booking are separate results.

Make the scheduler available to families

Creating an active scheduler, placing it in the portal or website, and deciding who can book are separate steps. Follow Share and publish schedulers, then check Team visibility if only part of your group should have access.

Before changing an established schedule, check what happens to existing bookings.