Scheduling and Programs Features in CoachVantage, Explained

Overview

When you first sign up for your CoachVantage free trial, you’ll notice two key features in the left-hand menu — Scheduling and Programs. These features work together to help you automate workflows, manage client bookings, and deliver a streamlined, professional onboarding experience.

This article explains the difference between the two features and how they work together.

What the Scheduling Feature Is Used For 📅

The Scheduling feature functions as a standalone booking page for one-off events, such as:

• Discovery calls
• Introductory consultations
• One-off strategy or coaching sessions
• Single workshops or meetings

Scheduling is ideal when you want clients to:

• Book a single session, and
• Do not need to enroll in a program

When you create a booking page, you can assign a scheduling availability type to that event. Clients will then see a booking page where they can choose a date and time based on your availability.

Throughout the platform, you’ll also find question-mark help icons that provide additional guidance about each feature.

When to Use the Programs Feature Instead

The Programs feature is designed for longer-term coaching engagements, such as:

• Multi-session coaching packages
• Group or private programs
• Ongoing coaching engagements

Unlike one-off Scheduling events, Programs include multiple steps — and one of those steps is Scheduling.

Within each program, the Scheduling step allows you to:

• Let clients book their first session during enrollment, and/or
• Allow clients to book sessions later from the Client Portal

You can also set different availability rules per program, giving you greater control over:

• When sessions can be booked
• How frequently clients may book
• What availability type applies to that program

Availability Types and How They Work

Availability types are created in your Appointment & Calendar Settings and can be reused across:

• Scheduling booking pages
• Individual programs

To create an availability type:

1. Go to Settings → Appointment and Calendar Settings
2. Click Add Availability Type
3. Give it a descriptive name (e.g., “Regular Coaching Hours”)
4. Choose a duration format:
5. • No end date
   • Specific end date
   • Rolling number of days
5. Customize your time slots by day of week
6. Click Save

Once saved, availability types can be:

• Reused across events and programs
• Applied uniquely to each program or booking page

You can also create new availability types on the fly while setting up a program or scheduling event.

Applying Availability Types

After creating an availability type, you can apply it:

To a Scheduling Event

For example:

• Discovery Call
• 30-minute session
• 60-minute consultation

Select the availability type when configuring the booking page.

To a Coaching Program

Go to the Scheduling step inside the program setup and assign:

• The desired availability type for that specific program

This allows each program to have its own unique scheduling rules.

Key Difference Between Scheduling & Programs 🔹 

Programs include built-in scheduling — but Scheduling can also be used independently when you only need a single booking page.

Where to Learn More

Visit the Guides & Tutorials section inside CoachVantage to explore additional walkthroughs on:

• Program setup
• Client booking workflows
• Availability & calendar settings