Effortless Scheduling for Coaches

Let clients book sessions based on your real-time availability. Automate reminders, handle cancellations and track attendance — zero admin.

  • Client self-booking with real-time availability
  • Automated 24-hour and 1-hour reminders
  • Late-cancellation fee enforcement
  • Group class capacity management
  • Recurring session rules and blackout dates
  • Calendar sync with Google Calendar and Outlook

Availability Management

Set your weekly availability, add blackout dates for holidays and let clients book available slots. Buffer time between sessions is built in. Define different availability windows for different session types — morning slots for in-person training, afternoon slots for online consultations, and evening availability for group classes. The system prevents double-booking and respects your buffer times automatically. Unlike generic scheduling tools like Calendly or Acuity, Elite Coaching Hub's scheduling is integrated with your coaching workflow. When a client books a session, it appears in your coaching calendar alongside their programme, check-in schedule and payment status — giving you full context before every session.

Automated Reminders

Reduce no-shows with automated email reminders 24 hours and 1 hour before each session. Customise message templates per booking type. Research shows that automated reminders reduce no-show rates by 30-40%. When a client doesn't show up, that's lost revenue and wasted time — reminders are one of the simplest ways to protect your income. You can customise reminder messages for different session types: personal training sessions might include a "remember to bring your gym shoes" note, while online sessions include the video call link. The system tracks delivery and can notify you if a reminder bounces, so you can follow up personally.

Cancellation Policy Enforcement

Define late-cancellation windows and fees. The system enforces your policy automatically, tracking no-shows and late cancels per client. Set a 24-hour cancellation window as standard — any cancellation within that window incurs a late-cancellation fee that's automatically added to the client's account. Over time, the system builds a reliability profile per client, showing you who consistently cancels late so you can address the pattern. This removes the awkward conversation of chasing cancellation fees manually. The policy is communicated during booking, the fee is applied automatically, and your revenue is protected without you having to be the bad guy.

Group Class Management

Run group classes with capacity limits, waitlists and attendance tracking. Set maximum participants per class, and the system automatically closes bookings when the class is full. Waitlisted clients are notified automatically when a spot opens. Track attendance over time to understand which classes are most popular, which time slots have the highest demand, and which classes consistently underperform. Use this data to optimise your timetable and maximise facility utilisation.

FAQ

Can clients book their own sessions?

Yes. Clients see your real-time availability and book sessions directly through the app. You control which time slots are available, set buffer times between sessions, and define blackout dates. Clients can only book within your published availability.

How do automated reminders reduce no-shows?

Automated reminders sent 24 hours and 1 hour before sessions consistently reduce no-show rates by 30-40%. Clients receive email notifications with session details, and the system tracks delivery to ensure reminders are received.

Can I enforce a late-cancellation policy?

Yes. Define a cancellation window (e.g. 24 hours) and a late-cancellation fee. The system enforces this automatically — any cancellation within the window incurs the fee, which is added to the client's account. No awkward conversations needed.