Set up one-on-one booking

Set up one-on-one booking

One-on-one booking lets participants schedule individual sessions with you. You define your availability, create session packages with booking limits, and participants pick a time that works.

Connect your calendar

Before setting up booking, connect your calendar so upcoach can check your availability. Once connected, upcoach checks your calendar for conflicts when generating available time slots. Events on your calendar automatically block those times from booking.

Create a schedule

A schedule defines when you’re available for sessions:

  1. Open Admin Area > Scheduling
  2. Click Create Schedule
  3. Set your weekly availability — choose available time slots for each day of the week.
  4. Configure:
    • Session duration — How long each session lasts (in minutes)
    • Start times every — How often a session can start within your hours: every 15, 30 or 60 minutes (default: 30 minutes). With 15 minutes, a 30-minute session in a 9:00–10:30 window can start at 9:00, 9:15, 9:30, 9:45 or 10:00.
    • Date range — How far in advance participants can book (default: 60 days)
    • Minimum notice — How much advance notice is required (default: 4 hours)
    • Location — Meeting link or in-person details
    • Participant changes — Off by default. Tick Participants can change bookings to let participants cancel or reschedule their own booking, then set up to how many hours before the session they can do it. The box is filled in with 24 hours, and you can change it.
  5. Save your schedule.

You can toggle a schedule active or inactive without deleting it.

Who can create and edit schedules

Schedules are scoped to the people who run a program. The rules:

  • Owners and Admins see and manage every schedule in the organization.
  • Program Admins and Program Facilitators see and manage schedules linked to programs they hold that role in, and schedules they host or created. Other schedules tied to programs they don’t run are hidden from their list.
  • Participants and Sponsors don’t have access to Admin Area > Scheduling.

The coach who hosts a schedule and the person who created it can always see and edit it, whichever programs use it, as long as they’re a Program Admin or Program Facilitator in at least one program. Using a schedule in another program never takes that away from them.

For anyone else, a schedule linked to multiple programs requires the right role in all of those programs before they can edit or delete it. If you only run two of the three linked programs, you can see the schedule but not change it.

Create a session package

Session packages let you offer a set number of bookable sessions to participants:

  1. Create a package based on one of your schedules.
  2. Set:
    • Maximum sessions per participant — Total sessions each person can book
    • Maximum sessions per week (optional) — Weekly booking limit
    • Expiration date (optional) — When the package expires
    • Reminders — Notification timing before sessions
    • Feedback — Enable post-session feedback
  3. Save the package.

Participants see the session package in your program and can book from available slots.

How booking works for participants

When a participant opens the booking page:

  1. They see your available time slots (filtered by your schedule, calendar conflicts, and booking limits).
  2. They select a date and time.
  3. The session is confirmed immediately.
  4. Both you and the participant receive a confirmation notification.
  5. The event is pushed to your connected calendar.

Cancel or reschedule a booking as a participant

Participant changes are off for every schedule until the coach turns them on in the schedule settings. Once they’re on, participants can move or cancel their own session until the cutoff the coach set (24 hours before the session unless the coach changed it):

  1. Open the booked session from Events.
  2. To move it, click Reschedule, pick a new date and time, and confirm. The new time is booked before the old one is cancelled, so the participant never loses their slot, and the session count stays the same.
  3. To cancel it, click Cancel, then Cancel session. The session goes back to the participant’s package, so they can book another time.

When a participant cancels, the coach gets an email and a notification. When they reschedule, the coach gets two: one saying the session moved, and the confirmation for the new time. Both calendars update. After the cutoff, or when participant changes are off for the schedule, the buttons are hidden and the session shows To change this session, contact your coach.

Package status indicators

Session packages show status badges:

  • Fully Booked — All available sessions have been claimed
  • No Availability — Schedule has no open slots
  • Expired — Package has passed its expiration date

Disconnecting your calendar

If you need to disconnect, follow the steps in Connect your calendar. After disconnecting, free/busy checking is no longer available and new bookings won’t sync to your calendar.

What to do next