This guide provides detailed instructions on how to reschedule or cancel a session on the Sounding Board platform. It emphasizes the importance of maintaining a consistent schedule for continuous progress in professional growth. The guide also addresses potential limitations or permissions set by the admin regarding rescheduling and cancellations. It discusses the process of rescheduling sessions, taking into account admin settings, mutual availability, and calendar syncing. It also explains how to cancel a session and provides additional cancellation settings. The guide highlights the importance of canceling within the platform and provides options for cancellation reasons. Overall, this guide is essential for users who need to make changes to their coaching session schedule.
Interactive Walkthrough
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Written Walkthrough
1. Navigate to https://coaching.soundingboardinc.com and log in.
Occasionally, users may find it necessary to reschedule or cancel sessions that were previously arranged. We highly encourage attempting to reschedule sessions whenever feasible, as maintaining a consistent cadence ensures continuous progress in your engagement and professional growth.
The flexibility for rescheduling and cancellations may vary based on your Admin set-up, with certain restrictions possibly in place. This guide will provide detailed information on any limitations or permissions regarding rescheduling and cancellations.
2. Reschedule a Session
On your dashboard, you will see your upcoming session(s); Once you locate the session you need to reschedule -
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If applicable, navigate to the appropriate tab
- 1:1 Coaching
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Group Coaching
- Note: Only group coaching primary coaches can cancel or reschedule sessions.
- On-Demand Coaching
- Mentoring
- Click "Reschedule"
Note: If you are looking to find sessions in the future, you can use the View Full Schedule option; see Viewing and Managing Sessions for more details.
🚨 Alert: Depending on the Admin settings, users might find themselves unable to reschedule coaching sessions within 24 hours of the scheduled time; in such cases, the "Reschedule" button will appear grayed out. Your available option at that point will be to cancel the session.
3. Reschedule a Session
Review the Session Date -
- Navigate through the months as required, up to the engagement end date, beyond which scheduling is not possible.
- Dates with mutual availability are highlighted in blue, facilitating easy navigation. Gray dates indicate no overlapping times between your and the other users' calendars.
- The default display is in your set time zone, though this can be adjusted if needed.
After selecting an available session date, you will see, and please select the available Session Time(s) on that date.
💡 Tip: Our scheduling tool employs a sophisticated algorithm to facilitate the arrangement of sessions by seeking mutual availability. In cases where sessions and time remain available within the Engagement, yet no mutual availability is displayed between users, the obstacle likely originates from one of the synced calendars. It's imperative to recognize that our scheduling functionality meticulously evaluates mutual availability based on both the users' working hours, conveniently adjustable within the application. Additionally, the tool considers the availability reflected in their synced calendars. Consequently, sessions are exclusively available for booking during designated working hours and when users are free on their synced calendars.
By integrating both the Set Working Hours feature and synced calendar availability, our scheduling tool ensures sessions are scheduled only during mutually convenient times, significantly enhancing the overall scheduling experience for users.
Moreover, our tool is adept at addressing common challenges that may arise:
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Blocking time for sessions on synced calendars: Occasionally, events or appointments on synced calendars inadvertently occupy time that could otherwise be utilized for scheduling sessions. For example, if you block time to ensure you remain available for booking a session, this will, in turn, block the system from seeing the time as free.
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Syncing shared calendars with blocked time: Shared calendars often contain events or commitments that are incompatible with session scheduling. Despite this challenge, our tool intelligently syncs with these calendars, considering only the available time slots for scheduling sessions.
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All-day (busy) events on synced calendars: Events marked as all-day or busy on synced calendars can impede finding mutual availability. However, our tool distinguishes these events and prioritizes free time slots for scheduling sessions.
By proactively tackling these common challenges, our scheduling tool streamlines the process of finding mutual availability, ensuring seamless coordination between coaches and coachees.
See Calendar and Scheduling Troubleshooting for further details.
4. Reschedule a Session
After selecting the date and time you'd like to schedule the sessions and
- Click "Reschedule Session"
Note: an update will be sent to linked calendars; if users do not have a linked calendar, then they will receive an email with a .ics attachment for the rescheduled session.
5. Cancel a Session
On your dashboard, you will see your upcoming session(s); once you locate the session you need to cancel -
- Click "Cancel" and confirm,
- Click "Confirm Cancellation"
Note: If you are looking to find sessions in the future, you can use the View Full Schedule option; see Viewing and Managing Sessions for more details.
Note: the session will be removed automatically from linked calendars, and an email regarding the cancellation will be sent to the users.
🚨 Alert: Sessions should always be cancelled within the Sounding Board platform rather than declining a calendar invite from a connected calendar.
6. Additional Cancellation Settings
As mentioned previously, certain cancellation settings are contingent upon the Admin's configuration choices and may not be accessible to all users. If these cancellation steps are unavailable to you, feel free to disregard the rest of this guide.
- Click "Cancel"
7. Additional Cancellation Settings
If the cancellation is within 24 hours of the session time (considered a late cancellation), you'll be prompted to fill in some further details. It is important to note that if a coachee cancels a coaching session with less than 24 hours notice, the session will be forfeited.
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Select one of the following Cancellation Reasons
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If you are a coachee your options are
- "I can’t attend the session"
- "Coach did not attend"
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If you are a coach your options are
- "I need to cancel"
- "Coachee requested cancellation within 24 hours"
- "Coachee requested cancellation outside of 24 hours"
- "Coachee did not attend"
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If you are a coachee your options are
- Expand by filling in the Reason*
- Click "CANCEL SESSION"
Note: Any field with an asterisk is required.*
8. Additional Cancellation Settings
Review the Session Cancellation Confirmation, and -
- Click "Cancel Session" and then
- Click "Confirm Cancellation"