Overview
Whether you are meeting a client for a one-off breakthrough call or scheduling the next milestone in a long-term package, setting up sessions should be seamless. Delenta provides a flexible all-in-one scheduler designed to save you time and keep your calendar perfectly organized.
This article covers four different ways to schedule a one-on-one session within Delenta, depending on your workflow preference. It also shows you how to launch your meeting when it’s time to connect.
Who this is for
This article is relevant to all Delenta users, including independent coaches and administrators/coaches in multi-coach organizations.
Before you begin
Before creating a session, please ensure you have:
Added your client(s) to the Delenta CRM.
Integrated your preferred video conferencing platforms (e.g., Google Meet, Zoom, or Microsoft Teams) via the Integrations tab on the left menu.
Setup your session email reminders or SMS reminders
Step-by-Step Instructions
Delenta allows you to create an appointment from multiple areas of the dashboard. Pick the method below that best matches what you are working on.
Method 1: Scheduling via the Sessions Page (Direct Way)
Navigate to the Sessions page on your left-side menu.
Click the + Schedule button in the top-right corner.
Select Appointment from the dropdown options.
A Create Appointments form will pop up. Fill out the session details:
Select Client: Choose your client from the dropdown list.
Package Checkbox: Decide whether to link this to an existing package (see the "Helpful tips" section below).
Meeting Location: Select your virtual meeting platform (e.g., Google Meet) or select an alternative option (e.g., Phone or In Person).
Date & Time: Input the date, start time, and end time.
Client Timezone: This field automatically pulls your client's default timezone, ensuring you are both on the same page. You can manually adjust it if needed.
Ignore Buffers: Check this box if you want to bypass any pre-set calendar buffers for this specific appointment.
Recurring (Optional): Set the frequency (e.g., Weekly, Daily) and an end date if this meeting repeats.
Click Submit.
Method 2: Scheduling from a Client's CRM Profile
If you are already reviewing a client’s file or notes, you can book their next session right there:
Go to the CRM page from the left menu and select your client to open their profile.
Under their name, click the Schedule button (next to the calendar icon).
The identical Create Appointments form will appear with your client's name pre-selected. Fill in the details and click Submit.
Method 3: Scheduling Directly from Your Calendar
If you prefer a visual view of your week before booking:
Go to the Calendar page on the left menu.
Find the date and time slot you want, or simply click the + Create button in the top right.
Select Appointment.
Complete the form details and click Submit.
Method 4: Scheduling from a Purchased/Assigned Package
If you want to tie a session directly into a structured coaching program a client has bought:
Open the client's profile in the CRM.
Click the Services tab located on the top horizontal options bar. Here you will see all active packages assigned to or purchased by that client.
Under the chosen package, look at the upcoming session lineup and click Schedule Now next to the relevant unassigned session slot.
Complete the booking details in the pop-up form and click Submit.
How to Join or Start Your Session
Once a session is created, it will be neatly listed under the Upcoming tab on your Sessions dashboard page.
When it is time for your meeting:
Navigate to Sessions on your dashboard.
Find your scheduled call and click the Start button on the right side of the session listing.
A prompt will appear allowing you to proceed with the call.
Helpful Tips
💡 Sold Packages Checkbox: In the appointment pop-up form, you will see a checkbox labeled “Use Sold Packages to create appointment.” If your client has an active package with unbooked sessions remaining, this will show up automatically so you can deduct the session from their balance. If the client has no packages assigned to them, this checkbox will hidden, and the meeting will be booked as an ad-hoc or free session.
⚠️ Integration Warning: When choosing a virtual room for your session (like Zoom, Google Meet, or MS Teams), make sure you have successfully authenticated that app in your Delenta Integrations panel first. If you try to select an unlinked tool, the platform will prompt you to complete the integration first.
Summary / Next Step
Now that you know how to schedule sessions, your calendar will stay synchronized, and automated notifications will keep your clients informed.
As a next step, try opening your Sessions page or Calendar to schedule a practice appointment. For more automated touchpoints, check out our guide on "Setting up SMS Reminders for Coaching Sessions using Delenta via Zapier, and Twilio _ Delenta Help Center.pdf" to ensure your clients never miss a booking! If you are deciding how to build out your core coaching offers, take a look at "Understanding the Difference Between Subscription Packages and Standard Packages in Delenta _ Delenta Help Center.pdf".