Coaching-call scheduling (coach setup)

What this is

A self-service booking page for coaching calls. You publish the hours you're available; athletes book a slot themselves; both sides get an email invite and reminders. No back-and-forth on times, and time zones are handled for you. Open Coach dashboard → Calls, or /coach/scheduling/ to set it up.

1. Your timezone (update it when you travel)

Set your current timezone at the top of the scheduling page. Everything you enter, your weekly hours especially, is interpreted in this zone. When you travel, change it: existing bookings keep their real (absolute) time, and new slots are generated against your new local hours. Athletes always see the slots in their own timezone, so a Europe-based athlete and a China-based athlete see the same call at the right local hour.

2. Weekly availability

Add availability windows per weekday (e.g. Tue 09:00–11:00, Thu 14:00–16:00). Grepiac chops each window into bookable slots. Defaults:

Slot length — 30 minutes.
Minimum notice — how close to the start an athlete may still book (so nobody grabs a slot 5 minutes out).
Maximum advance — how far ahead the calendar opens.
Booking open / closed — a master switch to pause all new bookings without deleting your hours.

Add one or more read-only iCal/.ics feed URLs (Google or Apple calendar → "secret address in iCal format") with + Add calendar. Give each an optional label — Work, Family, Personal — so you can tell them apart. Grepiac pulls every feed about every 20 minutes and marks those times busy, so a slot that collides with a commitment on any of your calendars won't be offered. It's read-only: Grepiac never writes to or changes your calendars, it only reads busy/free.

Each feed shows its own last-synced time, and if one feed fails the error appears on that row only — your other calendars keep working. Remove a feed any time with Remove; editing the list never disturbs the feeds you keep. webcal:// links are accepted and converted automatically.

4. Block specific athletes (optional)

Most athletes can self-book, but you can block an individual from booking (for example while you steer an early-stage athlete, work through an injury, or protect race week, when you'd rather schedule them directly). Blocked athletes simply don't see the booking page; you can still book for them and you can unblock at any time.

5. Manage bookings

Coach dashboard → Calls (/coach/calls/) lists your upcoming calls with each athlete's name, topic and time in your timezone, alongside your synced busy blocks. You can cancel any booking; the athlete is emailed and the slot reopens.

6. Reminders

With reminders on, each booking sends an email 1 day and 1 hour before the call to both sides (each reminder fires once). Toggle either off in your preferences.