Overview
Efficient scheduling is the backbone of a successful coaching practice. To keep your organization running smoothly, Delenta-i provides a robust, two-tiered calendar system: Individual Calendar Settings (where coaches configure their personal integrations, booking rules, and availability plans) and the Team Calendar (where Super admin & Coach admin users can oversee the entire organization's schedule).
This guide will help you understand how to configure individual booking rules, how to utilize the master administrative view, and how to manage schedules across your team with ease.
Who this is for
Multi-Coach Organisations & Enterprise Admins: To understand how to monitor your roster's schedules, filter by coach, and book or modify sessions on behalf of your team.
Independent / Enterprise Sub Coaches: To learn how to link your external calendars, build custom availability flows, and protect your time with buffers and notice periods.
Understanding the Two Systems
To prevent scheduling conflicts and keep operations clean, Delenta separates personal availability configurations from master team scheduling control.
This is where individual sub-coaches lay down their personal scheduling rules. It acts as an automated gatekeeper for your time.
What it does: It handles your external calendar syncs, notice periods, booking increments, and custom availability plans.
Key capabilities: From here, you connect up to seven personal calendars, set up client booking landing pages, attach intake forms to specific time slots, and choose whether appointments are auto-accepted or manually approved.
Think of the Team Calendar as your organization's air traffic control tower. It is explicitly designed for platform owners and operations managers.
What it does: It consolidates your entire coaching roster's schedule and availability into one centralized, filterable view.
Key capabilities: From here, admins can search for specific coaches, check real-time schedule openings, book 1:1 or group sessions on behalf of any coach, and handle emergency cancellations or modifications instantly.
Setting Up and Managing Schedules
Step 1: Configure Individual Calendar Integrations & Base Rules
Before opening up slots for clients, each coach must establish their personal integrations and scheduling boundaries.
Navigate to Calendar Settings from your personal view.
Connect Video Conferencing: Toggle your preferred provider (Zoom, Microsoft Teams, or Google Meet) and input your credentials.
Sync External Calendars: Toggle your calendar syncs. You can integrate up to seven total calendars (3 Google, 3 Outlook, and 1 Apple).
Assign Calendar Parameters: Select your Primary Calendar (where new Delenta appointments will be written) and select your sub-calendars (which the system will read to block out busy times and prevent double-bookings).
Set Booking Preferences: Check the box to auto-accept appointments instantly, or leave it blank to manually approve requests. Set your preferred meeting reminders, buffer times around events, and select your slot increments (e.g., 30-minute blocks).
Step 2: Build Custom Availability Plans & Intake Flows
Once base rules are saved, coaches can create specific pathways for different types of clients.
Go to Availability Plans and click Add Availability Plan.
Define the Scope: Create unique schedules for free discovery calls, or restrict availability specifically to coaching packages. You can set these plans to run indefinitely or within a fixed date range.
Customize the Client Landing Page: Rearrange the sequence of your offers, edit the page display language, and customize your checkout text.
Attach an Intake/Lead Form: Build a lead form with custom questions to capture crucial background information automatically the moment a client locks in a timeslot.
Step 3: Manage Coaches via the Team Calendar (Admins Only)
Administrators can step in at any time to oversee and execute bookings for the entire company.
Toggle your calendar view to the Team Calendar.
Filter by Coach: Use the search bar or dropdown menu at the side of the grid to isolate a specific coach's schedule or view the company-wide calendar as a whole.
Book on Behalf of a Coach: Click an open timeslot or select Book Appointment. Choose between a 1:1 or Group Session, search for the client, assign the coach, and save. The system will automatically update both parties.
Modify or Cancel: Click on any scheduled block to update the time or cancel the event. The system will automatically handle client session deductions and notifications on behalf of your staff.
Helpful Tips
Isolated Data for Privacy: To protect client confidentiality, staff coaches only see their own Individual Calendar and settings. They never have access to the master Team Calendar or the schedules of other coaches on your roster.
Protect Your Calendar with Minimum Notice: Always set a "Minimum Notice Period" in your individual settings (e.g., 24 hours). This prevents clients from booking last-minute appointments on your calendar without giving you time to prepare.
š Need Help?
If you have any trouble setting up your forms, quizzes, or automated nudges, reach out to our team via the dashboard live chat. You can also browse the Help Academy anytime for quick, step-by-step video tutorials.