How to Set Coach Availability for 1:1 Coaching

Setting your availability ensures that members can only book coaching sessions during the times you choose. FreshLearn lets you create flexible schedules, manage multiple time zones, assign availability to coaches, and customize booking rules to streamline your coaching experience.

Access the Availability Settings

1. Navigate to Products.
2. Select Coaching.
3. Open your coaching program.
4. Click Availability.

Add Your Available Time Slots

You can define when coaching sessions are available by:

1. Adding your start and end times.
2. Saving your availability.

To update an existing schedule:

1. Click on the timing you want to edit.
2. Make the necessary changes.
3. Click Save.

Enable or Disable Availability

You can turn your availability on or off for specific days or dates.

Note: If you disable availability for a day that already has booked sessions:

• The affected sessions will be automatically cancelled.
• Enrolled members will receive an email notification.
• The session status in the Member Portal will be updated to Cancelled.

Create Additional Schedules

If you have different working hours or operate across multiple time zones:

1. Click Add New Schedule.
2. Select your working hours.
3. Choose your preferred time zone.
4. Optionally, set it as your default schedule.

You can create multiple schedules to match different coaching needs.

Assign Schedules and Manage Days Off

After creating your schedules, you can:

• Assign working hours to yourself or other coaches.
• Mark specific dates as Days Off using the calendar.
• Toggle availability whenever needed.

Once you've finished making changes, click Save Changes.

Configure Booking Rules

The Booking Rules section allows you to customize how members schedule sessions.

You can configure:

Minimum Notice

Set how much advance notice members must provide before booking, cancelling, or rescheduling a session.

For example, require at least 48 hours' notice.

Booking Window

Choose how far in advance members can schedule sessions, such as:

• 7 days
• 30 days

Break Time Between Sessions

Add buffer time before or after coaching sessions to avoid back-to-back meetings.

For example, add a 10-minute break between appointments.

Session Start Frequency

Specify how often new sessions can begin, such as every:

• 15 minutes
• 30 minutes

Booking Order

Choose whether members can:

• Book multiple sessions at once, or
• Book only one session at a time.

You can also require that the next session becomes available only after the previous session has been completed.

Review Available Session Slots

After saving your settings, click Done.

FreshLearn automatically calculates the total number of bookable session slots based on:

• Your working hours
• Session duration
• Break times
• Booking rules

The available slots update automatically whenever you change your schedule.

Conclusion

Configuring your availability and booking rules helps you manage your coaching calendar efficiently while giving members a smooth booking experience. With flexible schedules, time zone support, and customizable booking preferences, you can easily organize one-on-one coaching sessions that fit your workflow.

If you have any questions, feel free to reach out to our support team at support@freshlearn.com.

Related articles:

How to Create a 1:1 Coaching Program

How Members Can Book and Manage 1:1 Coaching Sessions

How to View and Manage Coaching Bookings