Navigate to [https://coaching.soundingboardinc.com](https://coaching.soundingboardinc.com/auth) and log in.

Scheduling sessions in the application is a key feature for engagement users. We recommend that users sync at least one calendar; for more details, see [Calendar Syncing and User Experience](https://soundingboardinc.zendesk.com/hc/en-us/articles/25601426433819-Calendar-Syncing-and-User-Experience).

*Note: As a default setting, at least one user will need to have their calendar synced and availability set for scheduling to work.*

**Schedule Session**

Once you are linked to a user or group in an engagement, you will be able to schedule on your Dashboard homepage -

- If applicable, navigate to the appropriate tab
  - **1:1 Coaching**
  - **Group Coaching**
    - *Note: Only group coaching primary coaches can schedule sessions.*
  - **On-Demand Coaching**
    - *Note: Only coachees can schedule on-demand coaching sessions.*
  - **Mentoring**
- Click "**+ Schedule Session**"

**Schedule Session**

The schedule session modal will pop up; on the left-hand side, you will see the following details, some of which can be edited -

- **Select User** - The user with whom you would like to select to schedule will be shown here. Select the appropriate user if you have multiple users you can schedule with.
- **Select an engagement** - This will populate for you if you are connected with the selected user in only one engagement. If you happen to be working with them in multiple engagements, you would be able to select the desired one to schedule for here.
- **Session Type** - Select how you would like to meet via video or phone. The **Location** (below) will update based on your selected settings.
- **Location** - If you selected -
  - **Video**: The system will automatically populate a video conference link if either you or the other user has one saved in your profile. If both users have a saved link, the coach's or mentor's link will be used by default. However, if no link is saved in either profile, or if you prefer to use a different link, you have the option to manually enter a URL in this field.
  - **Phone**: The user's phone number on their profile will populate so you can call them at the session time.
- **Duration** - This notes the length of the session.
  - *Note: Some Programs allow for updating the session length, so you may be able to edit this.*
- **Sessions Remaining** - This tells you how many sessions are left in the engagement to be scheduled. If this shows 0, you cannot schedule any further sessions.

Some users might also have the ability to schedule multiple sessions at once -

- **Recurrence** - This defaults to "Does not repeat," but users have the option to schedule
  - **Weekly**
  - **Every other week**
  - **Monthly**

*Note: Scheduling sessions through this function will schedule sessions with the given cadence regardless of availability for future dates and may cause double booking.*

**Schedule Session**

After confirming all session details, you can 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.

Session Date

February 2024

Su
Mo
Tu
We
Th
Fr
Sa

28

29

30

31

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

16

17

18

19

20

21

22

23

24

25

26

27

28

29

1

2

Session Time
02:00 pm - 02:45 pm
02:15 pm - 03:00 pm
04:00 pm - 04:45 pm
04:15 pm - 05:00 pm
Time Zone
CANCEL
SCHEDULE SESSION

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](https://soundingboardinc.zendesk.com/hc/en-us/articles/4557911510299-Update-your-Availability), 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](https://soundingboardinc.zendesk.com/hc/en-us/articles/4557911510299-Update-your-Availability) and when users are free on their synced calendars.

By integrating both the [Set Working Hours](https://soundingboardinc.zendesk.com/hc/en-us/articles/4557911510299-Update-your-Availability) 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:

1. **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.

2. **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.

3. **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](https://soundingboardinc.zendesk.com/hc/en-us/articles/9353075967387-Calendar-and-Scheduling-Troubleshooting) for further details.

**Scheduling Session**

After selecting an available session date, you will see the available **Session Time(s)** on that date.

Some users might see a few other options as well under the available session times -

- **Ignore Availability** grants users the capability to schedule sessions during blocked calendar times via their dashboard. This functionality allows users to access scheduling options 24/7, even in times marked as unavailable.

  - Although this function disregards both users' availability from synced calendars, it does not present available times if sessions are already scheduled within the Sounding Board application.
  - *Note: It is important to exercise caution as this feature permits double booking.*

- **Make Calendar Event** is defaulted to be checked, but when it is unchecked, the users will see the ability to schedule sessions in the past. As the name of the checkbox says, this will not send an invite to the other user (if they choose a date in the past or future).

**Schedule Session**

Now select the **date** and **time** you'd like to schedule the sessions and

- Click "**SCHEDULE SESSION**"

Some users then will have the option to add a message for the user they are scheduling the session with, then 

- Click "**CONTINUE**"

**View Schedule**

Users will see upcoming scheduled sessions on their dashboard. To view further sessions, see [View Schedule](https://soundingboardinc.zendesk.com/hc/en-us/articles/19545677954459-View-Schedule).

When a session is scheduled, engagement users will receive an email notification, the session will automatically be added to your primary calendar (if a calendar is synced), and the session will appear in your Sounding Board dashboard. If one of the users does not have a calendar synced, the email notifications from Sounding Board will have an attached .ics to add manually onto users' calendars.

If you are unable to find available time to book a session, please see [Calendar and Scheduling Troubleshooting](https://soundingboardinc.zendesk.com/hc/en-us/articles/9353075967387-Calendar-and-Scheduling-Troubleshooting).

**Calendar Download Feature**

You can download your calendar events if you haven't set up calendar sync or if specific sessions failed to sync properly. This feature serves as a manual backup option when sync issues occur.

Soundingboardinc

This guide provides step-by-step instructions on how to schedule a session using the Sounding Board platform. It covers topics such as selecting the user and engagement, choosing the session type and duration, navigating the session date availability, and addressing common scheduling challenges. The guide also offers additional options like ignoring availability and making calendar events. Following this guide will help users efficiently schedule sessions.