Session Scheduling & Tracking

Session scheduling & tracking that just works

Run 1-on-1s, group classes, and multi-coach schedules from one clean calendar — with package credits and completion tracked end-to-end. Requests and approvals stay clear, policies apply automatically, and everything stays in sync across devices.

sync Two-way calendar sync
public Automatic time zones
calendar_month

One calendar for everything

See all client sessions, personal blocks, and team coverage in one place.

repeat

Recurring sessions

Schedule recurring sessions in seconds — weekly check-ins, monthly reviews, or class blocks.

Today’s Sessions

Status-aware, synced, and time zone safe

Google
Outlook
OCT 24
Strength Session · David M.
COMPLETED

09:00–10:00 · Coach John · In-person (Floor A)

check_circle
OCT 24
Review Call · Sarah J.
PLANNED

11:30–12:00 · Time zone safe (Client: UTC-5)

pending
OCT 23
PT Session · Missed
NO-SHOW

Policy applied · Logged for reporting

cancel
OCT 24
Personal Appointment
SYNCED

Imported from external calendar

sync
End-to-end 1:1 scheduling

From paid package to completed sessions

A practical, step-by-step workflow for studios and coaches: a client buys a 1:1 package, sessions get scheduled with real availability, outcomes are tracked, and the package finishes cleanly.

01. Package & credits

Client buys a 1:1 package (sessions become bookable)

sell Paid → Active credits

Once payment is complete, the package unlocks session credits and rules (length, buffers, cancellation policy, and where it’s delivered).

sportsCoach can

  • check_circleDefine what’s included (number of sessions, duration, buffers)
  • check_circleSet cancellation/reschedule rules per service
  • check_circleAssign the package to the client and track remaining credits

personClient can

  • check_circleSee purchased package, remaining sessions, and what’s included
  • check_circleBook sessions using available credits (no manual admin)
  • check_circleUnderstand rules up-front (buffers, rescheduling windows)

02. Availability

Availability is real (working hours + busy time)

event_busy Busy time respected

JustTrain uses coach availability plus device-calendar busy time (and mapped calendars) to show what’s actually bookable — even if someone is busy elsewhere.

sportsCoach can

  • check_circleSet weekly working hours and buffer time between sessions
  • check_circleBlock off time-off and one-off exceptions
  • check_circleConnect calendars so busy events prevent double-booking

personClient can

  • check_circleSee only times that fit the coach’s availability and rules
  • check_circleConnect their device calendar so their busy time is respected too
  • check_circleBook across time zones without confusion

03. Request → Plan

A time is requested (by client or coach) and confirmed

swap_horiz Requested → Planned

Scheduling works both ways: clients can request sessions, and coaches can propose times. Once accepted, the session becomes “Planned”.

sportsCoach can

  • check_circleApprove/decline requests, or propose a different time
  • check_circleSchedule on behalf of the client when needed
  • check_circleConfigure multi-coach delivery in preference order (auto-fallback)

personClient can

  • check_circleRequest a session time from their calendar view
  • check_circleAccept a coach-proposed time or request a change
  • check_circleSee who the session is assigned to (and when it’s confirmed)

04. Reminders & changes

Reminders go out, and reschedules follow your rules

notifications_active Push + email

Planned sessions stay on track with automated reminders. If something changes, rescheduling and cancellations follow the policy you set.

sportsCoach can

  • check_circleSet reminder timings (and keep clients accountable)
  • check_circleApply rules for late cancels, no-shows, and changes
  • check_circleShare meeting details (location, link, notes) on the event

personClient can

  • check_circleReceive reminders automatically before sessions
  • check_circleRequest a reschedule within policy (no back-and-forth)
  • check_circleSee any changes instantly (time, coach, delivery details)

05. Deliver the session

Run the session and capture what happened

fact_check Outcomes logged

Sessions move through clear states. Everyone sees the same truth: what was planned, what happened, and what’s next.

sportsCoach can

  • check_circleMark sessions as completed or missed (with an auditable log)
  • check_circleAdd notes and next-step actions after the session
  • check_circle Attach workouts to the session so plan and delivery stay linked

personClient can

  • check_circleSee the session plan and delivery details in one place
  • check_circleKnow whether the session is planned, completed, or missed
  • check_circleFollow through on next steps (notes, feedback, next booking)

06. Continuity & coach handoff

Book the next session at the client’s convenience (even if coach #1 is busy)

swap_horiz Priority fallback

Continuity doesn’t depend on one coach’s calendar. If the preferred coach isn’t available, the session can be delivered by the next coach in the package’s priority order — and the next coach sees the last session’s context directly on their calendar.

sportsCoach can

  • check_circle Configure delivery priority at the package level (Coach #1 → Coach #2 → Coach #3)
  • check_circle Automatically hand off delivery when the preferred coach isn’t available
  • check_circle See last-session notes/status/context right inside the calendar event

personClient can

  • check_circle Schedule the next session at a time that works — without waiting for one specific coach
  • check_circle Train with the next available coach automatically, based on the package’s preference order
  • check_circle Keep momentum between sessions (no gaps, no reschedule ping-pong)

07. Package completion

Track remaining credits and finish the package cleanly

done_all Credits → 0

As sessions are completed, credits decrement automatically. Both sides can see what’s left, what’s booked next, and when the package is complete.

sportsCoach can

  • check_circleSee package usage and completion at a glance
  • check_circlePrompt renewal or next package when the client is close to finished
  • check_circleKeep scheduling continuous (book the next session immediately)

personClient can

  • check_circleSee remaining sessions and what’s already booked
  • check_circleFinish the package without admin messages or manual tracking
  • check_circleRenew and continue scheduling seamlessly
Team calendar view with shared visibility across coaches
Group & Multi-Coach Scheduling

Shared visibility across your team

Running a studio or a team? See availability across multiple coaches, set recurring availability blocks, and coordinate coverage without chaos.

  • date_range

    Availability that matches reality

    Define working hours, time and day-off blocks — per coach .

  • swap_vert

    Multi-coach delivery (preference order)

    Configure a session to be delivered by multiple coaches in priority order. If the first coach isn’t available, it routes to the next coach automatically.

  • groups

    Group sessions and packages

    Schedule group classes and let clients book with group session packages.

  • visibility

    Shared calendar visibility

    Teams get the right level of visibility to coordinate smoothly.

A calendar experience your clients actually use

Clients see everything in one place: upcoming sessions, what’s changed, what’s next, and what to do when it’s time to train.

notifications

Push reminders

Automatic reminders before sessions — no coach intervention needed.

swap_horiz

Request a new time

Clients can request reschedules within your policy — with clear approval.

fitness_center

Workouts attached

Assign specific workouts to sessions so clients have the plan at session time.

note_add

Completion, notes & feedback

Clients can mark complete, add notes, and submit feedback post-session.

Session status

Requested → Planned → Completed | Missed

timeline

A highly visual status flow that makes intent, schedule, and outcomes obvious at a glance — for coaches, clients, and teams.

mark_email_unread Requested arrow_forward event Planned arrow_forward check_circle Completed | cancel Missed

mark_email_unread Requested

A coach or client proposes a time. Either side can request — then it’s confirmed into the schedule.

event Planned

A confirmed session on the calendar, ready to happen.

check_circle Completed

The session happened — logged cleanly for follow-ups and reporting.

cancel Missed

No-show or missed session — visible immediately and easy to act on.

Sync with device calendars (and everything connected)

Avoid double-bookings and save hours of back-and-forth. JustTrain syncs with the calendars on your device — and any calendars mapped to them — so coach and client busy time is always respected.

Google

Google Calendar

Sessions appear in the calendars people actually use — and busy blocks are detected so availability stays accurate.

Outlook

Outlook / O365

Works great for work calendars and shared team calendars mapped to the device/account — no manual availability checks.

event_busy Busy time tagging (coach + client)

JustTrain clearly tags and registers when coaches and clients are busy (from any connected calendar), so scheduling stays conflict-free — even when someone is booked elsewhere.

event_available
JustTrain
sync_alt
calendar_today
Device Calendars

Simplify your schedule. Protect your time.

Replace back-and-forth messages with a clear workflow: clients request, you approve, policies apply, reminders send, and session outcomes are logged — for 1-on-1s, teams, and classes.

Book a Walkthrough Programming & Tracking