Scheduler Settings: Limits and Permissions

Configure booking limits, capacity, cancellation policies, and athlete permissions to protect your business and ensure fair access to sessions.

Where to find this: Schedule → Schedulers → [Select Scheduler]

What you’ll accomplish

Master the advanced configuration settings that protect your time, prevent over-booking, manage cancellations, and ensure fair athlete access to your sessions. These settings transform a basic scheduler into a business-optimized booking system.

Success criteria: Your scheduler has capacity limits that prevent overbooking, booking rules that ensure fair access, cancellation policies that protect your revenue, and buffer times that prevent burnout.

Before you begin

Required: You must have at least one scheduler already created. This article covers settings you configure AFTER scheduler creation. If you haven’t created a scheduler yet, see Creating Your First Scheduler.

Recommended preparation:

• Think about your ideal booking policies
• Consider past booking problems you’ve experienced
• Have examples of athlete behavior you want to encourage/prevent
• Know your capacity limits and time constraints

Why scheduler settings matter

These aren’t just technical configurations—they’re business protection mechanisms:

Revenue Protection

Without proper settings: Athletes book then cancel last-minute, leaving empty slots you can’t fill

With proper settings: 24-hour cancellation policy gives you time to rebook, protecting revenue

Burnout Prevention

Without proper settings: Back-to-back sessions all day with no breaks

With proper settings: 10-minute buffer time between sessions for prep and recovery

Business Control

Without proper settings: Athletes book 3 months out then forget, you can’t plan

With proper settings: 30-day booking window keeps schedule manageable

Bottom line: These settings are the difference between a chaotic schedule that drains you and an organized system that protects your business.

---

Setting 1: Session capacity

Control how many athletes can book the same time slot.

What it does

Session capacity sets the maximum number of athletes who can book a single time slot from this scheduler. This is a scheduler-level setting that applies to ALL sessions generated from this scheduler.

Critical limitation: You CANNOT set different capacities for individual time slots. If you need different capacities, you must create separate schedulers.

Configuration options

Private Sessions

Setting: Max 1 athlete per slot

When to use:

• 1-on-1 personal training
• Private coaching sessions
• Individual assessments
• High-touch services requiring full attention

Example:

• “60-Min Private Training” scheduler
• Capacity: 1 athlete
• Result: Only one athlete can book 3:00 PM slot

Pro tip: Even if you occasionally train 2 athletes together, keep this at 1 athlete for private schedulers. Manually book the second athlete when needed rather than allowing double-booking.

Small Group

Setting: Max 2-6 athletes per slot

When to use:

• Semi-private training
• Small group classes
• Partner sessions
• Limited accountability groups

Example:

• “Small Group Strength Class” scheduler
• Capacity: 6 athletes
• Result: Up to 6 athletes can book the same 5:00 PM class

Decision framework:

• 2 athletes = Truly semi-private, high attention
• 4 athletes = Small group, moderate attention
• 6 athletes = Larger group, less individual focus

Quality consideration: More athletes = less individual attention. Choose capacity based on service quality you can maintain, not just space available.

Large Group

Setting: Max 10-20+ athletes per slot

When to use:

• Group fitness classes
• Team training sessions
• Workshops and clinics
• Community events

Example:

• “Sunday Bootcamp Class” scheduler
• Capacity: 20 athletes
• Result: Up to 20 athletes can book the same Sunday 9:00 AM slot

Facility owner considerations:

• Set capacity based on SAFE numbers, not just space
• Consider equipment availability
• Account for coach-to-athlete ratio
• Leave buffer for walk-ins if applicable

Safety first: Never exceed capacity your insurance covers or facility regulations allow. Set scheduler capacity BELOW your true maximum to account for unexpected attendance.

Common capacity mistakes

Setting capacity too high for service quality

Mistake: “Small group training” with 10-athlete capacity

Problem: Can’t give adequate attention to 10 athletes, service quality suffers

Fix:

• True small group = 4-6 athletes max
• If you want 10 athletes, call it “Group Class” and adjust pricing
• Create separate “Small Group - 6 max” and “Large Group - 10 max” schedulers

Rule of thumb: If you can’t remember everyone’s name mid-session, capacity is too high for “small group.”

One capacity for multiple service types

Mistake: One “Training Session” scheduler with 6-athlete capacity used for both private and group

Problem:

• Athletes book thinking it’s private
• 5 other athletes show up
• Confusion and disappointment

Fix: Create separate schedulers:

• “Private Training - 1 athlete max”
• “Group Training - 6 athletes max”

Why this matters: Clear expectations = happy athletes = better retention

Not accounting for no-shows

Mistake: Facility has room for 25, set capacity to 25

Problem:

• If 25 book and 5 no-show, only 20 attend (you’re counting on this)
• But one week all 25 show up, facility is over capacity

Fix:

• If facility safely holds 25, set capacity to 20-22
• Build in buffer for unexpected full attendance
• Never rely on no-shows to manage capacity

Legal liability: Over-capacity situations can violate insurance, fire codes, and regulations. Always err on the side of fewer athletes.

Capacity decision framework

Use this guide to set appropriate capacity:

Service Type	Recommended Capacity	Reasoning
Private 1-on-1	1 athlete	Full attention, personalized coaching
Semi-private	2 athletes	Partnership dynamic, shared cost
Small group	4-6 athletes	Group energy, individual attention
Large group	10-15 athletes	Class format, general instruction
Team training	15-25 athletes	Team dynamics, multiple coaches
Workshops/clinics	20-50+ athletes	Educational format, demo-based

---

Setting 2: Booking Limits

Prevent athletes from booking above your capacity

What it does

Booking limits control how many sessions either can book be booked within a timeframe (per day or per week) or how many athletes can book each time slot.

Configuration options

1. Max bookings per day

   Setting: Maximum times a scheduler can be booked in a single day across all available time slots

   This DOES NOT mean the number of times an athlete can book a day

   Consider using if you have very limited availability for a particular scheduler. ex: Only accepting 1 private sesssion a day.

2. Max bookings per week

   Setting: Maximum times a scheduler can be booked within a 7-day rolling period across all available time slots.

   This DOES NOT mean the maximum times one athlete can book in a 7-day rolling period

3. Max athletes per time slot (most common)

   Setting: Maximum athletes that can book an available time slot

   Most common setting that sets caps on your sessions (ex: private sessions, small group sessions, large group sessions

---

Setting 3: Cancellation policies

Control when and how athletes can cancel bookings.

What it does

Cancellation policies determine:

1. CAN athletes cancel? (Yes/no)
2. WHEN can they cancel? (Anytime, 24-hour notice, 48-hour notice, never)
3. WHAT HAPPENS to credits? (Refund or forfeit)

Policy options explained

Allow Anytime Cancellation

Setting: Athletes can cancel up until session start time

Pros:

• Maximum athlete flexibility
• Reduces no-shows (better to cancel than not show up)
• Lower friction for new athletes hesitant to commit

Cons:

• Last-minute cancellations hard to fill
• Revenue loss if you can’t rebook
• May enable flaky behavior

When to use:

• Free sessions or trials
• New athlete onboarding
• Low-demand schedulers with easy rebooking
• Community events

Example: “Free Assessment Session” - allow anytime cancellation to reduce barriers to trying you out

24-Hour Cancellation Notice

Setting: Athletes must cancel 24+ hours before session

Pros:

• Gives you time to rebook the slot
• Balances athlete flexibility with business protection
• Industry standard for personal training
• Reduces frivolous bookings

Cons:

• Some athletes forget about 24-hour window
• Emergency situations still happen

When to use:

• Private training (most common)
• Small group sessions
• Standard paid services
• When you have waitlists or high demand

Example: “60-Min Private Training” - 24-hour notice allows you to contact waitlist or offer slot to another athlete

Best practice: 24-hour notice is the sweet spot for most coaching businesses. It protects your revenue while being fair to athletes with legitimate schedule changes.

48-Hour Cancellation Notice

Setting: Athletes must cancel 48+ hours (2 days) before session

Pros:

• More time to rebook
• Stronger commitment from athletes
• Better for weekend sessions (requires Wednesday cancellation)

Cons:

• Less flexible for athletes
• May discourage bookings
• Can feel strict for new athletes

When to use:

• High-demand sessions with long waitlists
• Weekend or evening prime slots
• Specialty services requiring prep
• VIP/premium tier services

Example: “Saturday Morning Elite Class” - 48-hour notice required because weekend slots are hardest to fill last-minute

No Cancellations Allowed

Setting: Once booked, athlete cannot cancel (booking is final)

Pros:

• Guarantees revenue
• Maximum schedule protection
• Reduces no-shows (athlete knows credit/payment is lost)

Cons:

• Very inflexible
• May prevent bookings
• Poor athlete experience
• Emergency situations still require you to make exceptions

When to use:

• Special events or workshops
• Limited capacity specialty sessions
• Sessions requiring significant prep/materials
• One-time intensive programs

Example: “Competition Prep Workshop” - No cancellations due to catering order, materials prep, and venue commitment

Use sparingly: No-cancellation policies should be rare and clearly communicated. Most athletes will find this too restrictive for regular training.

Credit refund settings

When using credit-based schedulers, decide what happens to credits on cancellation:

Refund credits on cancellation (Recommended)

How it works: When athlete cancels within policy window, credit returns to their balance

Example:

• Policy: 24-hour cancellation with credit refund
• Athlete books Friday 3pm session (costs 1 credit)
• Thursday 2pm: Athlete cancels (more than 24 hours notice)
• Result: 1 credit returns to athlete’s balance, can rebook later

When to use:

• Standard training relationships
• Monthly subscription credits
• To encourage bookings without fear of wasting credits
• When you want flexibility for loyal athletes

Business impact: More bookings (athletes less afraid to try), but requires managing rebooking

No credit refund (Credits forfeited)

How it works: If athlete cancels, credit is consumed regardless (no refund)

Example:

• Policy: 24-hour cancellation, no credit refund
• Athlete books Friday 3pm session (costs 1 credit)
• Thursday 2pm: Athlete cancels
• Result: 1 credit is GONE (forfeited), athlete must use another credit to rebook

When to use:

• Last-minute cancellation situations (under 24 hours)
• To discourage flaky behavior
• Premium or limited-capacity sessions
• When no-shows are a significant problem

Business impact: Fewer cancellations (athletes committed), but may discourage initial bookings

Be careful: Forfeiting credits on legitimate cancellations damages athlete relationships. Reserve this for late cancellations or chronic offenders.

Hybrid approach (Best practice)

Configuration:

• Cancellations WITH proper notice (24+ hours) = Credit refunded
• Late cancellations (under 24 hours) = Credit forfeited
• No-shows = Credit forfeited + possible penalty

Why this works:

• Fair to athletes who plan ahead
• Protects your business from last-minute changes
• Industry standard

Implementation: Most platforms enforce this automatically based on your policy settings

Cancellation policy decision framework

Choose your policy based on these factors:

Factor	Lenient Policy	Strict Policy
Demand	Low demand, easy to rebook	High demand, waitlist common
Business stage	New business, building clientele	Established, protecting capacity
Service type	Free/trial sessions	Premium paid sessions
Relationship	New athletes	Long-term committed athletes
Competition	High competition, need flexibility	Unique service, high value
No-show history	Rare no-shows	Frequent no-show problems

Recommended starting point: 24-hour cancellation with credit refund, adjust based on athlete behavior

---

Setting 4: Buffer time

Create breathing room between back-to-back sessions.

What it does

Buffer time adds automatic padding before and/or after each session to prevent back-to-back scheduling. This gives you time for:

• Setup and cleanup
• Notes and documentation
• Bio breaks and hydration
• Mental reset between athletes
• Travel time (if mobile training)

Critical insight: Buffer time is invisible to athletes. They only see their session time. The buffer blocks booking slots adjacent to their session.

Configuration options

1. Buffer BEFORE session

   Setting: Minutes blocked before session start

   Use cases:

   • Setup time for equipment
   • Review athlete notes/goals
   • Mental preparation
   • Travel time from previous location

   Common durations:

   • 5 minutes = Quick review and setup
   • 10 minutes = Standard preparation
   • 15 minutes = Travel time between locations

   Example:

   • Session: 3:00 PM - 4:00 PM (60 min)
   • Buffer before: 10 minutes
   • Result: 2:50 PM - 3:00 PM is blocked, can’t be booked
2. Buffer AFTER session

   Setting: Minutes blocked after session end

   Use cases:

   • Cleanup and equipment reset
   • Session notes and athlete updates
   • Cool-down and recovery
   • Running-over buffer (sessions that might go long)

   Common durations:

   • 5 minutes = Minimal cleanup
   • 10 minutes = Standard reset time
   • 15 minutes = Thorough cleanup + notes

   Example:

   • Session: 3:00 PM - 4:00 PM (60 min)
   • Buffer after: 15 minutes
   • Result: 4:00 PM - 4:15 PM is blocked, next session can start at 4:15 PM earliest
3. Buffer BOTH before and after

   Setting: Combine both buffers for maximum protection

   When to use:

   • High-intensity sessions requiring full reset
   • Mobile training (travel time both ways)
   • Complex setup/cleanup requirements
   • Maximum burnout prevention

   Example configuration:

   • Session: 3:00 PM - 4:00 PM (60 min)
   • Buffer before: 10 min
   • Buffer after: 10 min
   • Result: 2:50 PM - 4:10 PM blocked (80 minutes total)

   Effective session length: 60-min session + 20-min buffer = 80 minutes per athlete

   Pricing consideration: If your effective time is 80 minutes, price accordingly even though athlete only sees “60-minute session”

Buffer time strategy by coaching style

Studio-Based Training

Typical setup: Athletes come to your facility

Recommended buffer:

• Before: 5 minutes (quick review and setup)
• After: 10 minutes (cleanup, notes, reset)
• Total: 15-minute buffer

Reasoning: Minimal travel, controlled environment, efficient turnaround

Schedule example:

• 6:00 AM - 7:00 AM: Athlete 1 (with 5 min before, 10 min after)
• 7:15 AM - 8:15 AM: Athlete 2 (with 5 min before, 10 min after)
• Effective: 4 sessions in 4.5 hours

Mobile Training

Typical setup: You travel to athlete locations

Recommended buffer:

• Before: 15-20 minutes (travel time)
• After: 10 minutes (pack up, notes)
• Total: 25-30 minute buffer

Reasoning: Must account for travel between locations

Schedule example:

• 6:00 AM - 7:00 AM: Athlete 1 (at Location A)
• 7:35 AM - 8:35 AM: Athlete 2 (at Location B) - 35 min for travel + setup
• Effective: 2 sessions in 3 hours

Pro tip: Group athletes by geographic area to minimize buffer time. Schedule all north-side athletes Monday, south-side Tuesday, etc.

Online/Virtual Training

Typical setup: Video call sessions

Recommended buffer:

• Before: 5 minutes (tech check, review notes)
• After: 5-10 minutes (session notes, reset)
• Total: 10-15 minute buffer

Reasoning: No travel, but need mental reset between calls

Schedule example:

• 6:00 AM - 6:45 AM: Athlete 1 (45-min virtual)
• 7:00 AM - 7:45 AM: Athlete 2 (15-min buffer = time for notes + coffee)
• Effective: 2 sessions in 2 hours

Zoom fatigue prevention: Consider 15-minute buffers for back-to-back virtual sessions to prevent burnout

High-Intensity/Specialty

Typical setup: Demanding sessions requiring full recovery

Recommended buffer:

• Before: 10 minutes (mental prep, specific setup)
• After: 20 minutes (thorough cleanup, detailed notes, recover)
• Total: 30-minute buffer

When to use:

• Competition prep sessions
• Assessment/evaluation sessions
• One-on-one skill development requiring focus
• When you need mental reset between athletes

Schedule example:

• 6:00 AM - 7:30 AM: Athlete 1 (60-min session + 30-min buffer)
• 8:00 AM - 9:30 AM: Athlete 2
• Effective: 2 sessions in 3.5 hours

Why worth it: Quality over quantity, prevent burnout, maintain high coaching standards

Common buffer time mistakes

No buffer time at all

Mistake: Back-to-back sessions with zero buffer

Problems:

• Constant rushing between athletes
• No time for notes or documentation
• Burnout and exhaustion
• Can’t handle sessions that run over
• No time for emergencies or bio breaks

Fix: Minimum 5-10 minute buffer after every session

Long-term impact: Preventing burnout is worth the slight reduction in daily capacity

Buffer time too short for reality

Mistake: 5-minute buffer for mobile training requiring 15-minute drive

Problem: Constantly running late, stressed, unprofessional

Fix: Time yourself for one week, add 5-minute cushion to that average

Example:

• Average drive: 12 minutes
• Buffer needed: 12 min + 5 min cushion = 17 minutes
• Set before-session buffer to 20 minutes

Inconsistent buffer across schedulers

Mistake:

• “Morning Sessions” = 10-min buffer
• “Evening Sessions” = 5-min buffer
• Causes scheduling chaos and confusion

Fix: Standardize buffer time across all schedulers of same type

• All private sessions = 10-min after buffer
• All group classes = 15-min after buffer (more cleanup)
• All assessments = 20-min after buffer (detailed notes)

Why: Consistency = predictable schedule = less stress

---

Setting 5: Scheduling windows

Control WHEN athletes can book (how far in advance).

What it does

Scheduling windows set two time boundaries:

1. Minimum notice: Earliest athletes can book before session (prevents last-minute bookings)
2. Maximum future booking: Latest athletes can book in advance (controls booking horizon)

Minimum booking notice

Purpose: Prevent last-minute bookings that disrupt your schedule

No minimum notice

Setting: Athletes can book up until session starts

When to use:

• Drop-in classes or open gym
• Flexible schedule with real-time availability
• Low-demand times you want to fill
• When you WANT last-minute bookings

Pros: Maximizes bookings, fills last-minute cancellations Cons: Difficult to plan your day, may not see booking in time

Example: “Open Gym Access” - Athletes can book a time slot 10 minutes from now

Same-day booking (6-12 hours)

Setting: Athletes must book at least 6-12 hours before session

When to use:

• You check schedule morning and evening
• Want some advance notice but allow same-day
• Balancing flexibility with planning

Example:

• 12-hour notice = If athlete wants 6pm session, must book by 6am that day
• Gives you time to see booking and prepare

Sweet spot: 6-hour minimum for flexible same-day bookings

24-hour minimum notice

Setting: Athletes must book at least 24 hours before session

When to use:

• Standard personal training
• You want day-ahead planning
• Need time to review athlete info and prepare
• Most common setting

Example: Athlete wants Tuesday 5pm session, must book by Monday 5pm

Pros:

• Clear day-ahead schedule visibility
• Time to prepare and review athlete goals
• Professional standard

Cons:

• Can’t accommodate true last-minute requests
• May lose some spontaneous bookings

Recommended: 24-hour minimum is the industry standard for personal training and most coaching services.

48-72 hour minimum notice

Setting: Athletes must book 2-3 days in advance

When to use:

• High-demand services with waitlists
• Sessions requiring special prep or materials
• When you need planning time
• Specialty assessment or evaluation sessions

Example: “Competition Readiness Assessment” - 72-hour minimum notice allows you to review athlete history and prepare custom evaluation

Pros: Maximum planning time, serious athlete commitment Cons: Very restrictive, may limit bookings

Maximum future booking window

Purpose: Prevent athletes from booking too far in advance

Why limit future bookings?

Problems with unlimited future booking:

1. Athlete books 3 months out, forgets, cancels last-minute
2. Your availability changes but slots are locked
3. Can’t adjust pricing or offerings
4. Hard to forecast actual attendance

Benefits of limiting future bookings:

1. More accurate short-term schedule
2. Flexibility to adjust availability
3. Reduces forgotten bookings
4. Athletes book closer to session = higher commitment

Business insight: Bookings made 30 days out have 2x cancellation rate vs bookings made 7 days out

30-day booking window (Recommended)

Setting: Athletes can book up to 30 days in advance

When to use: Most coaching businesses (default setting)

Pros:

• Enough advance booking for planners
• Not so far that athletes forget
• Allows monthly planning
• Balance of flexibility and commitment

Example:

• Today: September 30
• Athletes can book any session through October 30
• October 31 sessions won’t appear until October 1

Recommended for: Private training, group classes, standard coaching services

60-90 day booking window

Setting: Athletes can book 2-3 months in advance

When to use:

• Seasonal programming (summer camps)
• Long-term committed athletes
• Subscription-based programs
• When you have stable long-term schedule

Pros: Long-term planning for dedicated athletes Cons: Higher cancellation rates, less schedule flexibility

Example: “12-Week Transformation Program” - Allow 90-day booking for athletes to secure entire program schedule

Rolling weekly window

Setting: Athletes can only book the current week + next week

When to use:

• High-variability schedule
• Short-term commitments
• Testing new services
• Prefer last-minute booking optimization

Pros: Maximum flexibility for you, recent bookings = lower cancellations Cons: Frustrates planners, may lose organized athletes

Example: On Monday, athletes can book through next Sunday (up to 13 days out)

Unlimited future booking

Setting: Athletes can book as far out as you have availability

When to use:

• Rare scenarios only
• Specialty one-time events
• When you have 100% stable schedule
• VIP athletes with priority access

Pros: Ultimate athlete flexibility Cons: Reduces your flexibility, high forget-rate

Not recommended: Unlimited booking creates more problems than it solves for most coaching businesses.

Scheduling windows decision guide

For most coaches:

• Minimum notice: 24 hours
• Maximum future: 30 days
• Result: Athletes must book 24+ hours ahead, can book up to 30 days out

Adjust based on your reality:

Your Situation	Min Notice	Max Future
Very flexible schedule	6 hours	14 days
Standard personal training	24 hours	30 days
High-demand specialist	48 hours	30 days
Seasonal programming	24 hours	90 days
Events/workshops	7 days	90 days

---

Setting 6: Multiple booking per timeslot permissions

Allow or prevent clients from booking multiple sessions at once.

What it does and who it’s for

Multiple bookings per timeslot permission controls whether clients can book the same time slot more than once.

Allows parent accounts to book multiple children for the same timeslot if needed.

Example scenario:

Family uses one account to book the same Advanced Skills Training timeslot for their 8th and 9th grade children.

---

Common configuration mistakes and fixes

Too lenient = revenue loss

Problem:

• Anytime cancellation
• No booking notice
• Unlimited bookings

Result:

• 40% cancellation rate
• Last-minute cancellations can’t be filled
• Revenue significantly impacted

Fix:

Implement minimum standards:
- 24-hour cancellation policy (refund credits within window)
- 24-hour minimum booking notice
- 2-3 sessions per week limit

Expected result:
- Cancellation rate drops to 15-20%
- More rebook opportunities
- Improved revenue stability

Lesson: Protecting your business isn’t mean, it’s professional

Too strict = athlete frustration

Problem:

• No cancellations allowed
• 72-hour booking notice
• Single booking only

Result:

• Athletes afraid to book (too restrictive)
• Bookings drop 50%
• Negative reviews about inflexibility

Fix:

Find middle ground:
- 24-48 hour cancellation with credit refund
- 24-hour booking notice
- Allow multiple bookings with weekly limits

Expected result:
- Booking volume recovers
- Athlete satisfaction improves
- Still have business protection

Lesson: Balance protection with athlete-friendly policies

No buffer time strategy

Problem:

• Zero buffer between sessions
• Constantly running late
• Exhausted and burned out

Impact:

• Poor athlete experience (you’re always rushed)
• Documentation suffers (no time for notes)
• Health declines from no breaks

Fix:

Implement staged approach:
Week 1: Add 5-min buffer after sessions
Week 2: Increase to 10-min buffer
Week 3: Add 5-min before buffer if needed

Monitor: How do you feel? Less rushed?
Adjust: Find YOUR optimal buffer time

Lesson: Your well-being enables athlete results - protect it

One-size-fits-all configuration

Problem: Same settings for private training, group classes, and events

Why it fails:

• Private training needs 1 capacity, group classes need 12
• Events need 72-hour notice, regular training needs 24-hour
• Different services have different requirements

Fix:

Create service-specific schedulers:

"Private Training"
- 1 capacity, 24-hour policy, 10-min buffer

"Group Class"
- 12 capacity, 24-hour policy, 20-min buffer

"Workshop Event"
- 30 capacity, 7-day notice required, 60-min buffer

Lesson: Different services need different configurations

---

Troubleshooting scheduler settings

Athletes can’t book even though slots are available

Possible causes:

1. Check booking limits

   Has session already reached max capacity?

   How to check:

   1. Go to your Calendar
   2. View the timeslot of concern
   3. Check to see if timeslot is full

   Fix: If truly full, offer different time OR increase capacity if appropriate

2. Check minimum notice

   Is athlete trying to book within minimum notice window?

   Example:

   • Settings: 24-hour minimum notice
   • Athlete tries to book session 12 hours from now
   • System blocks booking

   Fix: Reduce minimum notice OR manually book athlete for this one time

3. Check maximum future window

   Is athlete trying to book beyond future booking window?

   Example:

   • Settings: 30-day maximum
   • Athlete tries to book 45 days out
   • Sessions don’t appear

   Fix: Increase future window OR ask athlete to book closer to date

---

Buffer time not preventing bookings

Problem: Athletes booking back-to-back even though you set buffer time

Troubleshooting:

1. Check buffer settings: Go to scheduler → Settings → Buffer time
   • Is buffer actually configured? (Should see “Before: X min, After: X min”)
   • Try test booking to verify buffer blocks adjacent slots
2. Multiple schedulers issue:
   • Scheduler A has 10-min buffer
   • Scheduler B has no buffer
   • Athletes can book Scheduler A at 3:00 PM and Scheduler B at 4:00 PM (appears back-to-back on your calendar)
   • Fix: Add consistent buffer to ALL schedulers
3. Manual bookings bypass buffer:
   • If YOU manually book athletes, system may allow override of buffer
   • Fix: Manually respect buffer when booking athletes yourself

Related articles

Creating First Scheduler

Basic scheduler creation before configuring settings

Payment Options

Configure free, paid, and credit-based payments

Availability Setup

Set availability before creating schedulers

Calendar Management

View and manage your booked sessions

Manually Booking Athletes

Override limits when manually booking

---

Need help configuring optimal settings? Our support team can review your business model and recommend scheduler configurations. Contact Support