Setting coach availability
Want members to book sessions themselves? FITsociety needs to know when you or your coaches are available. Configure this through Coach availability in the calendar.
📍 Go directly to: coach.fitsociety.io/calendar/settings/coaches
How do you get there?
Go to Calendar.
In the top right, click the three dots (⋯).
Choose Coach availability.
On the left is a list of all coaches. Click a coach to configure their availability. Each coach has four tabs: Weekly schedule, Specific dates, Absence and Settings.
⚠️ Important: allowed classes are required
For every time slot you create, you must select at least one allowed class . Without this, no time slots are bookable by members, even if you have configured availability. You will see a warning if this is missing.
Tab 1: Weekly schedule
Set the default weekly availability here. This is the base schedule that repeats every week.
Creating a schedule
Click Add.
Give the schedule a Name (e.g. "Standard" or "Summer schedule").
Set a Start date . Optionally set an end date if the schedule is temporary.
Set the toggle to Active.
Enabling days and setting time slots
Enable the toggle for each day and configure the time slot:
Time – the times between which you are available (e.g. 09:00 – 17:00).
Location – the location where you are available. Choose "Any" if you work at multiple locations.
Zone – optional, for specific zones within a location.
Allowed classes – required. Select which class types members may book in this time slot (e.g. "PT session" or "Online Coaching Call").
Multiple time slots per day
Want to be available in the morning and afternoon, but not in the afternoon? Click Add next to the day to add an extra time slot. For example, you can set 08:00–12:00 and 15:00–19:00.
Multiple schedules
You can create multiple schedules, such as a winter and summer schedule. Give each a clear name and set the correct start and end dates. This makes it easy to switch between periods.
Tab 2: Specific dates
Add one-off availability for a specific date. Useful if you are available outside your normal schedule, for example an extra Saturday or a day when you start later.
Click Add.
Select the date.
Set times, location and allowed classes, just as in the weekly schedule.
Availability on a specific date takes priority over the weekly schedule on that day.
Tab 3: Absence
Mark days when you are unavailable because of holidays, illness or personal absence. On these days, members can not book, even if that day is included in your weekly schedule.
Click Add.
Select the date or date range (e.g. a holiday period from 1 through 14 August).
Add a description if desired.
Save.
Tab 4: Settings
Set the rules for how members can book here.
Booking windows
Maximum advance booking (days) – how far in advance a member may book. Default: 60 days.
Minimum booking notice (minutes) – the minimum time before the session by which a booking must be made. Default: 60 minutes.
Buffer between sessions (minutes) – automatic rest time between two bookings.
Member booking placement
Booking type – determines how available time slots are offered to members:
Flexible (default) – the member freely chooses from all available time slots.
Time slot interval (min) – the interval at which time slots are offered. Default: 30 minutes.
Location availability (open gym)
In addition to coach availability, you can configure location availability without a linked coach. Useful for open gym blocks.
Go to Calendar → three dots → Location availability.
Select the location on the left.
Set time slots for each day, just as with coach availability.
Difference between availability and creating a class
A class has a fixed time, and members register for that specific class. The coach decides when the class takes place.
Availability defines time windows within which a member chooses a time themselves. The member books at a time that suits them, provided it falls within the availability windows and booking rules.