How to set a coach's weekly availability and block time off

Coaches can set a regular weekly schedule for private classes and block specific days off, for example for holidays. This article explains where to do each one and what players see.

Where do I set a coach's availability and time off?

• Weekly availability (for example, every Thursday morning): set it once in Playtomic Manager, in the coach's Pricing tab.
• Time off (holidays, appointments, breaks): coaches add it themselves in the Playtomic Coach web app, with an Availability block.

Note: You can't create availability blocks in Playtomic Manager. Only coaches can create them, in Playtomic Coach.

How do I set a coach's weekly availability?

1. Go to Academy in the left-side menu.
2. Click the Coaches tab.
3. Select the coach.
4. Go to the Pricing tab.
5. Select a time and date range with your mouse. A new screen appears.
6. Fill in Sport, Courts, Prices, Lesson Duration and Number of Players.
7. Set the Start/End Time and select the Days of the Week (for example, Thursday 9:00–13:00).
8. Select Allow players to book this coach from the Playtomic app so players can book private classes online.
9. Save.

This availability repeats every week. You don't need to change it when the coach takes time off.

Note: To enable online booking for private classes, the coach needs pricing set for a 60-minute class first.

How do I block a day or a week off?

Coaches block time off in the Playtomic Coach web app (coaches.playtomic.io):

1. Open Playtomic Coach and select your club.
2. Tap the + button, or tap an empty slot in the day view.
3. Select Availability block.
4. Choose the date.
5. Tick All day, or set a start and end time.
6. Optionally, add a title (for example, "Holidays") and notes.
7. Confirm.

To block a full week: each block covers one day only. Create one all-day block for each day you're normally available that week. For example, if you only teach on Thursdays, block only the Thursday of your holiday week.

Your regular weekly availability stays the same, so players can book you again from the following week.

Note: Create your blocks as early as possible, ideally before those dates open for booking under your club's booking-ahead setting. Blocks don't cancel classes that are already booked.

What happens when a coach has an availability block?

• Players can't book a private class with the coach in the Playtomic app during the block.
• Existing classes in that time are not cancelled. If you create a block over existing classes, the app lists them and you confirm with Block anyway. Cancel or reschedule those classes separately if needed.
• In Playtomic Manager, the coach shows as Unavailable when the club adds them to a class at that time, with the message: "Coach not available. This coach marked themselves as unavailable for the selected time. You can still assign them."
• Blocks appear in the coach's Calendar tab in Playtomic Manager (Academy > Coaches > [coach] > Calendar). They don't appear on the club's court schedule.
• Two blocks can't overlap.

Who can create availability blocks?

• Coaches need access to the Playtomic Coach web app. See Playtomic Coach web app.
• Coaches need the Availability blocks permission set to read and write. The club sets it in Settings > Club Admins. Read-only isn't enough to create, edit or delete blocks.
• Club owners have this permission automatically.

How far in advance can players book a private class?

• It depends on your club's booking-ahead setting. You can check or change it in Settings > Venue > Booking.
• Players can't book a private class online if it starts within the next 24 hours. The club can still create it from Playtomic Manager.

FAQ

Can I edit or delete an availability block? Yes. Open the block in Playtomic Coach to change the times, title or notes, or delete it to make yourself available again.

Can I still create a class during my own block? Yes. The app shows a warning and you confirm with Create anyway. The block only stops bookings from players.

Can I block several days with one block? No. Each block covers one day. Create one block per day.

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