Schedule a Class and Book Clients (Coach Portal)

• Note: To schedule a Class, you will need to have created that service first; to do that, follow the instructions to Create a Class

• Go the Calendar
• Click on the "Schedule a Class" button

• Select the Class
• Update the Class Title, as needed
• Update the Class Description, as needed
• Set the maximum capacity for the Class
• Select the Date of the Class
• Select the Start Time and Duration of the Class
• Select the Coach(es) that will teach the Class

• Click the "Save" Button
• Your Class is now scheduled on the Calendar

Inviting Clients to Book the Class

• If the Access for a Class is set to "Public" your Clients can view the Class on your calendar and book directly (for more on Access settings, please see below under Additional Options)
• To send your clients a link to the Class, simply:
• Click on the Class
• Click on the "Class" tab at the top
• Click on "Copy Link" to copy the URL
• Share that link with your Clients via SMS, e-mail, social media, etc.
• You can also use the QR code as another way to market your Class

Booking Clients for the Class

• To book Clients for the Class yourself, from the Calendar click on the Class
• Click on the "Clients" tab at the top
• Click on the "+" sign at the bottom

• Scroll or search to find the Client you want to book into the Class and click on them
• Select the members that will be added to the Class

• Choose the package for the order; if the Client has remaining sessions in an existing package for the service, that credit will be used
• Choose the Payment Method

• Click the "Buy and Book Now"
• Your Clients have now been added to the Class and can be viewed in the Client list

Extra Time After

• This gives you the ability to automatically block your calendar for a set period of time after the Class is done
• For example, some coaches will set the duration for a Class for 55 minutes (which is what the Client sees when booking) and add 5 minutes to ensure they have time before their next session

Virtual Link

• You can add a videoconferencing link for the Class for virtual sessions
• This link is then viewable in your Client's calendar of services

Access

• The Client access setting will default to what you selected when you created the Class
• You can modify the Client access when scheduling the class
• The 3 options for Client access are:
• Public, all Clients can book
• Once scheduled on your calendar, the Class will be on your public calendar and can be found and booked by your Clients
• This is the standard setting that most Coaches use for their Classes
• Private, only a Coach can book
• A private Class that Clients can not view, and can only be booked by a Coach in the Coach Portal or Hub App
• This allows you the highest level of control on the attendees for a Class to match things like skill levels, positions, etc.
• Because only a Coach can book, it does require that the Coach take the client's card information, used a saved card on file, or use previously purchased credits on the client account
• Only clients with a link can book
• The Class will not appear on your public calendar, but clients who have the direct link for the Class are able to view and book the Class
• This is a great option for Coaches that want to curate the Class group, and still have their Clients do the booking and handle the payment without needing the Coach to be involved
• Once the Class has been scheduled, click on the Class in your calendar to find the link and QR code that can be sent to your Clients

Default Save Card

• When this is checked, the default for Clients booking the service and using a card will be to save that card information to their file
• Clients can choose not to save their card information, that is always optional

T-Shirt/Jersey Number

• This feature is normally used for Camps, and can also be used for Classes
• For more information, please see the guide on T-Shirt/Jersey Numbers

Repeat This Class

• This is a great option to schedule recurring Classes at one time
• Click the "Repeat This Class" checkbox
• Choose between "Weekly" or "Monthly" for the frequency
• Select timing of the Class
• Select an End Date for the repeat

Using Client Credits to Book

• If a Client has credits remaining for the service, they will automatically be applied to the booking

Custom Packages

• To create a custom package, click on the "Custom Package" button
• Create a Label for the package (this will appear in the Order Report)
• Choose the number of sessions
• Choose the price for the package (note: this is for the entire package, not each session)
• Complete the order

Entering Credit Card Information to Book

• When you have connected a Square account to CoachFirst, you have the option of paying for the booking using a Client's card information
• When you select that payment option, the fields will appear to enter the card information
• You have the option to save the card to the Client's file for future use

• Note: Square charges a higher processing fee when your manually enter a Client's card information due to the higher risk associated with these transactions
• As of June 2024 Square's processing rate for manually entered card transactions was 3.5% + $0.15
• By comparison, the processing rate when a Client enters their card information through the CoachFirst app or Client Portal is 2.9% + $0.30 and when a Coach swipes a card using a Square reader through the CoachFirst Hub app the processing fee is 2.6% + $0.10
• You can find more information about Square's current processing rates here: Square Fees

Discount Codes

• If you have Discount Codes set up and want to apply one to the order, simply select it from the drop-down list
• See the article on Discount Codes for more information