Assigning team members to a coach

What assigning a coach to a team member does

A team member with the Coach role starts out with nothing to work on: they see bookings only for the coach profiles they're linked to, and a new coach is linked to none. Linking them to a coach profile changes that: an owner or admin can hand a coach full control of one coach profile — or several — so that person manages their own bookings, schedule and pricing without you in the loop, and without seeing anything that isn't theirs.

This is the setting for the situation where a coach on your team should run their own diary — accepting requests, managing their own bookings, adjusting their own price — but has no business seeing another coach's clients, your payments, or your organization's settings.

Two ways to assign a coach to a team member

You can connect a team member to a coach in two places:

1. From the Team page (Settings → Team)

1. 1Go to Settings → Team
2. 2When inviting a new Coach, tick the coach profile(s) they'll work right in the invitation form.
3. 3For existing team members, click Link coach profile in the Coach profiles column to tick or untick coaches at any time.

2. From the Coaches page

1. 1Go to Coaches
2. 2Open the coach you want to assign
3. 3Scroll to Who works this coach's schedule
4. 4Check the box next to each team member who should manage this coach, or use the Invite coach by email field to invite someone by email and assign them immediately.
5. 5Save changes

You can assign more than one team member to the same coach — handy if two people cover the same schedule — and the same team member can be assigned to more than one coach.

What a linked coach can do

Once assigned, that team member gets full working access to that one coach, in both the dashboard and the mobile app:

• Their bookings — accept, decline, cancel, check in, mark as no-show
• Payments on those bookings — refund, mark as paid or unpaid, return a deposit — only if you've turned on Coaches can handle payments in Settings → Team
• Their working hours and time off
• Their services and pricing — price, duration, approval mode, booking rules, buffer time. A service shared with a coach they don't manage stays with the owner and admins, since changing it would change that other coach's offering too
• Sending or resending booking invitations for that coach
• Their clients — message them, schedule a message, skip a reminder, and keep the private note (shared with everyone who works with that client)
• Their own numbers on the Analytics page — bookings and revenue for their coaches only
• Notifications — email and mobile-app alerts when a client requests or cancels a booking on their schedule, including classes where they're one of several coaches

What they still can't see

Assignment only opens up the coaches they've been given. A linked coach still cannot see:

• Any other coach, or that coach's bookings, services or schedule
• Organization-wide payments, payouts, or the whole business's analytics and activity log
• Settings, billing, or the Team page itself
• Account-level settings, or services shared with coaches they don't manage — those stay with owners and admins.

Which clients they see

A coach only sees their own clients: people with a booking with one of the coach profiles they're linked to in the last year or an upcoming one — including classes where they're one of several coaches — or a program with them. Someone whose last booking with them is more than a year old no longer appears in their client list, chat or check-ins until they book again (the booking itself stays visible to the coach). If the same person has also booked with a different coach they don't work, that booking stays out of sight — they see only the slice of that client's history that touches their own coach. In the conversation with that client they see messages tied to their own coaches' bookings, plus messages people wrote to the client and the client's replies; automatic messages about another coach's bookings or services stay hidden. Editing a client's name, email or phone stays with owners and admins.

A coach with nothing linked yet

A brand-new coach, or one nobody has linked to a coach profile yet, starts with an empty schedule — there's nothing for them to manage until an owner or admin points them at a coach. That's the safe default: adding someone to your team never hands them access to anything on its own.

Changing or removing access

Go back to Settings → Team or the Who works this coach's schedule section on the coach's edit page at any time to add another team member, or uncheck someone who has moved on. Unchecking them removes their access to that one coach immediately — it doesn't remove them from your team, and it doesn't touch any other coach they may still be assigned to.

To remove someone from the team entirely, or to change their role, see the Team and roles help article.