Syncing Your Calendar
Syncing your calendar and setting up your ‘Open Office Hours’ with Nylas allows you to manage your scheduled events to make sure there aren’t any conflicts when scheduling time with Coachees.
Please find a video guide below, along with a step-by-step walkthrough:
Starting at your ‘Dashboard’, you’ll click your avatar picture and select ‘My Settings’
You can connect your calendar by clicking the ‘Connect’ button on the banner or you can go into your Calendar tab and click ‘Connect Calendar’.
Once you’ve clicked ‘Connect’, you will see an authentication window which will ask you to select your email provider. Nylas will auto detect your calendar provider based on your email.
If you would like to sync a calendar from a different provider, you can click ‘Select a different provider’ which will open up a list of all Coaching.com‘s supported email providers.
Once your calendar is ‘Connected’, you can select which calendars to check for conflicts and which calendars to add events to.
‘Check for Conflict’ – We will use this calendar to read ‘Busy’ times and events and we’ll block these times and dates from your clients when scheduling.
‘Add Events’ – We will use this calendar to write and add events scheduled by your clients.
To disconnect a synced calendar simply click ‘Disconnect Calendar’
Managing Your Schedule
After connecting your calendar and selecting your calendar preferences. You’ll want to set up your ‘Open Office Hours’ and scheduling policies.
To do this, you’ll want to click on the ‘Pencil’ icon
Set your office hours by setting your available hours for each day
If you have certain days with a different set of hours, please click ‘Add’, select the day and choose the hour availability for that specific day
Coachees will only be able to schedule within these hours
Please note that if you have a scheduled event on a selected ‘Check for Conflicts’ calendar, this time will not be available for Coachees to select
Once you’ve selected your office hours and available hours, click ‘Save’
Scheduling & Cancellation
Padding between sessions: Set an amount of buffer time in between scheduled events. For example, if you have a meeting scheduled for 10-11am and a ‘padding’ of 30 minutes, 9:30-11:30 will be treated as busy.
No session scheduling within: Set the minimum amount of time a Coachee can schedule a session beforehand. For example, if it is 8:00am on June 9th, and you have a minimum amount of time set of 48 hours. June 9th and June 10th will be treated as busy and the first available time presented to your Coachee will be June 11th at 8:00am, if available.
Session Cancelation policy: Set the minimum amount of time a Coachee can cancel before their scheduled session.
You may also set up your default meeting locations for sessions and matching interviews
Click ‘ Create New’
A ‘Meeting Locations’ window will open and this is where you can add and save locations (physical locations, a URL or a phone number)
Your saved locations will be available for you when setting a session location
Once you have set up your location(s), hover over the icons on the right side and set your ‘Global Defaults’
Note for Microsoft Enterprise Customers
You may be a part of an enterprise that uses Microsoft (Outlook, Exchange, Office365), where your permissions are controlled through an administrator within your team. Coaching.com has published an App Registration called Coaching.com Calendar Integration in Azure. This App Registration can be easily linked into your company’s Azure Portal by an IT Administrator on your team.
To enable the Coaching.com Calendar Integration (Application Client ID: ad4fa254-62ca-4329-b7cf-86fdf14fb2ac), IT Administrators can apply the admin consent workflow to enable the integration for their users.
IT Administrators from your company can follow the URL below to grant access:
The tenant-id can be replaced with the Azure tenant ID of your company’s instance, and the client_id is the Coaching.com Calendar Integration. The administrator will see the following screen to apply consent:
The scopes necessary for integration include the general user profile, as well as calendar access. Once consent is accepted by the IT administrator, the integration will show up as an Enterprise Application within the Azure tenant. Permissions can be customized within the Enterprise Application to match the company’s security needs.