You and your coachees can now schedule multiple sessions in advance.
Schedule Multiple Sessions in Advance
You and your coachees can plan and schedule more than one session at once as in advance as you prefer. The only limitation is that your coachee can not exceed their limit of sessions for each month.
Once you are logged into your AceUp Coach Dashboard, you can schedule a new session for any coachee who is unscheduled. To schedule a new session:
- Click on the UNSCHEDULED tab then click SCHEDULE on the coachee card.
- A schedule window will pop up and you will see the times that are available based on your own availability settings. Choose a date and time that works for you and click CONFIRM.
To schedule more sessions in advance, simply repeat the process above. You can schedule more than one session at once for any coachee as long as not exceeding the monthly session limit of the coachee. To view how many sessions a coachee has within a month, click on the blue link "session ... (Monthly)" on a session card.
Under the UPCOMING tab, you will see a toggle NEXT SESSIONS and ALL/FUTURE.
- NEXT SESSIONS: You will see the immediate next session(s) with each and all your active coachee(s), if any.
- ALL/FUTURE: All scheduled future sessions.
For example:
Reschedule A Session or A Session Request
To reschedule a session or a session request sent by a coachee, click on RESCHEDULE on a session card. You will see the same calendar modal. You can pick a new date and time within the same month, or in a different month as long as not exceeding the monthly session limit. Once you've selected a new date and time, your coachee will receive a notification with the updated session information.
Scheduling/Rescheduling for a Month Where Monthly Session Limit is Reached
When scheduling or rescheduling, you will not be able to schedule a session for a particular month, if the monthly session limited is reached for that month for a coachee.
The monthly session limit is considered as reached in scheduling when the total number of session(s) scheduled, requested, and completed reaches the monthly session allowance determined as part of the coaching program.
- Please note, this calculation is only used for the scheduling purpose. The actual session usage for any month is determined by the number of sessions that actually occurred within that month.
- We recommend processing any remaining session requests first before scheduling or rescheduling a new session.
For example, your coachee Maia is in a program with 2 sessions per month monthly session limit. Maia has:
- Completed 2 sessions in November;
- Scheduled 2 sessions for December;
- Scheduled 2 sessions for January;
- Sent a session request for 1 session for February.
Schedule a New Session
The next available new session can be scheduled for Maia will be the 2nd session for February. When clicking on SCHEDULE on the session card, you will see the default month is February and the default session is Session 2 of 2:
Should you try to schedule a session in December, where 2 sessions have already been scheduled, you will not be able to do that without changing existing sessions or session requests in December, as it will be considered as trying to schedule the 3rd session in December. You will see the following message:
You can click on the arrows next to the current month's name to navigate to a different available month to schedule that session.
Reschedule a Session
If you want to reschedule the 2nd session in December for Maia, you can either reschedule it for the same month (Dec) or the next available month which is February.
Should you try to reschedule this session for January, where 2 sessions have already been scheduled, you will not be able to do that without changing scheduled or requested sessions in January, as it will be considered as trying to schedule the 3rd session in January. You will see a similar message as above, and you can click on the arrows next to the current month's name to navigate to a different available month to reschedule that session.
Overwrite Availabilities When Scheduling
If you overwrite availabilities to schedule/reschedule a session, the same rules and processes about scheduling multiple sessions and the monthly session limit apply as well. If the monthly session limit is reached for any given month, you will see the following message:
Canceling a session
You can cancel a coaching session at any time. Click on the "x" button and leave a message to your coachee to provide context about your change of plans.
You and your coachee will be notified by email and your calendar invites will be canceled.
Still Need Help?
Submit a support ticket using this form and a member of the AceUp Support Team will get back to you in 1-2 business days.