Set up one-on-one booking

Set up one-on-one booking

One-on-one booking lets participants schedule individual sessions with you. You define your availability, create session packages with booking limits, and participants pick a time that works.

Connect your calendar

Before setting up booking, connect your calendar so upcoach can check your availability. Once connected, upcoach checks your calendar for conflicts when generating available time slots. Events on your calendar automatically block those times from booking.

Create a schedule

A schedule defines when you’re available for sessions:

  1. Open Admin Area > Scheduling
  2. Click Create Schedule
  3. Set your weekly availability — choose available time slots for each day of the week.
  4. Configure:
    • Session duration — How long each session lasts (in minutes)
    • Date range — How far in advance participants can book (default: 60 days)
    • Minimum notice — How much advance notice is required (default: 4 hours)
    • Location — Meeting link or in-person details
  5. Save your schedule.

You can toggle a schedule active or inactive without deleting it.

Who can create and edit schedules

Schedules are scoped to the people who run a program. The rules:

  • Owners and Admins see and manage every schedule in the organization.
  • Program Admins and Program Facilitators see and manage schedules linked to programs they hold that role in. Schedules tied to programs they don’t run are hidden from their list.
  • Participants and Sponsors don’t have access to Admin Area > Scheduling.

A schedule linked to multiple programs requires you to have the right role in all of those programs before you can edit or delete it. If you only run two of the three linked programs, you can see the schedule but not change it.

Create a session package

Session packages let you offer a set number of bookable sessions to participants:

  1. Create a package based on one of your schedules.
  2. Set:
    • Maximum sessions per participant — Total sessions each person can book
    • Maximum sessions per week (optional) — Weekly booking limit
    • Expiration date (optional) — When the package expires
    • Reminders — Notification timing before sessions
    • Feedback — Enable post-session feedback
  3. Save the package.

Participants see the session package in your program and can book from available slots.

How booking works for participants

When a participant opens the booking page:

  1. They see your available time slots (filtered by your schedule, calendar conflicts, and booking limits).
  2. They select a date and time.
  3. The session is confirmed immediately.
  4. Both you and the participant receive a confirmation notification.
  5. The event is pushed to your connected calendar.

Package status indicators

Session packages show status badges:

  • Fully Booked — All available sessions have been claimed
  • No Availability — Schedule has no open slots
  • Expired — Package has passed its expiration date

Disconnecting your calendar

If you need to disconnect, follow the steps in Connect your calendar. After disconnecting, free/busy checking is no longer available and new bookings won’t sync to your calendar.

What to do next