Knowledge Base
Knowledge Base
Signing Up & Subscription
How to Sign Up for CoachVantageHow to Upgrade Your Subscription or Change to Annual BillingHow to Cancel Your SubscriptionHow to Confirm Your Subscription to a Paid Plan
Getting Started
How to Login to Your AccountYour DashboardYour Profile SettingsYour Branding on CoachVantageAppointment and Calendar SettingsManage your Availability Type SettingsConnecting Your External CalendarConnecting to ZoomConnecting to Payment GatewaysInvoice & Payment Settings
Contacts
Contacts Page OverviewAdding ContactsExporting ContactsArchiving ContactsTagging ContactsInviting Contacts To Create A Client Portal Account
Individual Contact Record Page
Contracts on Individual Contact Record PageInvoices on Individual Contact Record PageForms on Individual Contact Record PagePrograms on Individual Contact Record PageNotes on Individual Contact Record PageFiles on Individual Contact Record PageIndividual Contact Record PageSessions on Individual Contact Record PageProfile on Individual Contact Record Page
Calendar
Calendar Page OverviewHow to Create a New Appointment with Your Clients
Scheduling (Events)
Scheduling Feature OverviewHow to Create an EventWhat do the ‘Cancel’ and ‘Reschedule’ booking pages look like?How to Embed an Event Booking Page on your WebsiteWhat does my Event Booking Page look like?'View Event Bookings' Page Overview
Coaching Programs
Coaching Programs Feature OverviewHow to Create a Coaching Program (Standard Program)How to Set Up Payment Options for your Coaching ProgramsWhat does my Coaching Program Sign-up Page Look Like?Program Enrollments Page OverviewHow to Embed your Coaching Program Sign-up Page to your Website
Managing Coaching Programs with your Clients
Notes
How to use the Notepad Widget for Taking Session NotesHow to Take Session Notes and Share with Clients How to Easily Embed Videos in the Note Editor
Forms
Forms Page OverviewHow to Create a FormHow to Send a FormHow to View Form ResponsesWhat is an Active Form
Contracts
Contracts Feature OverviewHow to Send ContractsHow Clients E-sign ContractsHow Clients can E-sign Contracts When Enrolling to Your Coaching Program
Resource Library
Resource Library - Files & TemplatesHow to Share Files with Clients
Invoices
Invoice Feature OverviewHow to Create One-off Invoices and Recurring InvoicesArchiving InvoicesCreating Invoices without Stripe or PayPal Integration
Coaching Log
Coaching Logs OverviewHow to Enable Automatic Logging of Coaching Time in Your Coaching LogHow to Include, Remove or Edit Coaching Time in Your Coaching Log
Client Portal (Getting Started for Coachees)
Signing up for a Client PortalClient Portal DashboardHow to Sign Up to a Coaching Program in the Client PortalHow to Book Sessions (Appointments) with your CoachHow to Pay Invoices in the Client PortalHow to Manage Coaching AssignmentsHow to Manage Coaching GoalsHow to Respond to FormsHow to use the Resource Library in the Client PortalHow to Take Notes in the Client PortalHow to Access Coaching Program ResourcesHow to View your Coach's Profile in the Client PortalHow to Access My Coaching Programs in the Client PortalHow to E-sign a Contract in the Client Portal

Connecting Your External Calendar

Sync your external calendar with CoachVantage

To connect your external calendar to your CoachVantage account, click on your name on the top right corner of the top menu bar and select 'My Settings'. Select the 'Integrations' tab to get to the integrations page.

You will see the 'Connect to Calendar' section.

Connecting to your external calendar enables you to sync appointments that are created in your CoachVantage account to your external calendar, and vice versa.

Connect your External Calendar

CoachVantage can connect and sync with your preferred external calendar. There are several options of external calendars that you can connect to. These include iCloud, Google Cal, Office365, Microsoft Exchange and Outlook.

Once connected, calendar events that are created in CoachVantage will be synced with your external calendar, and vice versa. CoachVantage will also sync any existing calendar events from your external calendar to CoachVantage to avoid double-bookings from happening.

Here's how to sync your calendar:

1. Click on 'Connect to Calendar':

2. Select the external Calendar application that you would like to sync to. Supported calendars are iCloud, Google, Office 365, Exchange and Outlook.com.

3. Enter your username and password for your external calendar.

4. Check "I agree to the Cronofy Terms of Service and Privacy Policy"

5. Choose which sub-calendars to connect with. You can select multiple sub-calendars to 'pull' events into your CoachVantage calendar. You can select only one calendar to 'push' events from your CoachVantage calendar to your external calendar.

Note: A 'sub-calendar' is a calendar that has been set up in your primary calendar account. For example, you may have 'Family' or 'Work' sub-calendars that are nested in your primary calendar.

6. Click 'Connect'.

Manage your Calendar Settings

Once your calendar is connected, CoachVantage will display which calendar(s) you are connected to.

We highly recommend that you select options to Check calendar for conflicts, Add new events, set up the calendar for Two-Way Sync and Cancellation notification.

This will ensure that you are not double-booked when setting up client appointments in CoachVantage as it will check your calendar for any external events that are marked as 'Busy' and warn you if there are conflicts. Your clients will also receive an email notification should you cancel an appointment from your external calendar.

Note: CoachVantage will ignore 'Free' events when checking for appointment conflicts.

Check calendar for conflicts

1. This setting allows CoachVantage to check your external calendar for any 'busy' events in real time before offering invitees open time slots on your public-facing booking page.

CoachVantage will not display the time range that are marked as 'busy' events in your connected calendar on your public-facing booking page. This therefore prevents you from being double booked.

Note: Only events marked as 'busy' in your external calendar will be checked to prevent conflicts. Events marked as 'free' will not be checked for conflicts.

For example, if you have an event that's marked as 'free' in your external calendar on Nov 20, 8am - 10am, CoachVantage will still display that time range as available for people to book an appointment with you.

2. Add new events to calendar

This feature allows CoachVantage to add new appointments that are created in CoachVantage, to your external calendar.

The details of the CoachVantage appointment that will be displayed on your external calendar include the Client's Name, Name of Appointment, Appointment Time and Location.

 

3. Two-Way Sync

When the 'two-way sync' setting is enabled (i.e. when the toggle button is 'green'), then eventd that are created in your external calendar would be displayed on your CoachVantage calendar as 'External Cal - Free Event' or 'External Cal -Busy Event' (depending on how these events are set up in your external calendar).

Add an event from your external calendar (google,outlook,etc)

Two-way sync is very useful to prevent yourself from being double-booked.

For example, you may have an event in your external calendar, like 'Aunt Mary's birthday party' on March 15, from 6pm-10pm. This event gets 'pulled' into your CoachVantage Calendar and will be displayed as "External Cal - Busy" event from 6pm-10pm. CoachVantage will intelligently omit the time range from 6pm-10pm on March 15 from being displayed on your booking page, thus preventing clients from booking an appointment with you during that time range.

Two-way sync is also very useful when you refer to your external calendar as the 'single source of truth' for all of your appointments (both coaching related and other activities).

Since CoachVantage 'pushes' all appointments that are created in your CoachVantage account to your external calendar, you will be able to see the client appointments (such as coaching sessions, event bookings, etc) in your external calendar, along with all of your other events that you have created directly in your external calendar.

4. Cancellation Notification

When the 'Cancellation notification' setting is enabled (i.e. when the toggle button is 'green':

CoachVantage will automatically send a cancellation notification by email to clients if you delete the client appointment directly from your external calendar.

The appointment entry will also be automatically cancelled (removed) from your CoachVantage Calendar as well.

Note: If you need to reschedule a CoachVantage appointment to another date/time, you will need to do so from within your CoachVantage account.

You cannot reschedule a CoachVantage appointment from your external calendar.

Change Calendar

You can connect CoachVantage to one primary external calendar to 'push' appointments that are created in CoachVantage. The appointments will be created in the primary external calendar account.

You can select multiple sub-calendars of your primary calendar account to 'pull' events into your CoachVantage calendar.

For example, you have a primary Google calendar account with the email myname@email.com. In this primary email account, you may have sub-calendars that are labelled "Work", "Family", "Yoga", etc.

You will be able to pick and choose which of these sub-calendars CoachVantage should 'pull' events from. However, all of your CoachVantage appointments will be pushed to the primary (main) calendar account only.

 

 

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