How to Connect the Kajabi Scheduler to Your Coaching Product

HelpCenter

Updated

Learn to set your availability and book sessions with the Kajabi Scheduler.

Note:
If you have already integrated a 3rd party calendar, you must reauthenticate your calendars by October 15th, 2024. Failure to do so may result in interruption of service for coaching bookings. Once you have done that, you will have access to these new features. 

In this article:


What is the Kajabi Scheduler?

Kajabi Scheduler is Kajabi's scheduling tool to help you set appointments and meet with your coaching clients.

With Kajabi Scheduler you can book your sessions around your set availability and meet through any method of your choice (including Kajabi's built-in live video!).

When your customers sign up for your Coaching Program, they can schedule their session(s) based on your set availability.


How to set up Kajabi Scheduler

Set up your Kajabi Scheduler with a new or existing Coaching Program.

With Kajabi Scheduler you can simply select the Kajabi option when setting up your Coaching Program. 

To set up a new Coaching Product with Kajabi Scheduler:

  • Open the Products tab from your Dashboard.
  • Select Coaching.
  • Choose Programs.
  • Click + New Coaching Program to create your first Coaching Program.
  • Click Get Started.
  • Select Single session or Package.

  • Complete the prompt to include:

    • Title of the program
    • Coach name (optional)
    • Description of the program
  • Click Continue.
  • Then, select your scheduling preference:

    • Select Kajabi to set up the Kajabi Scheduler for your Coaching Program.
    • Select your Location (e.g., Built-in live video or enter a custom location).
    • Select the Session Duration to set the allotted time for every session in your program.
  • Then, click Continue to continue customizing your Coaching Program:

However, if you have an existing Coaching Program set up with a different scheduling type, you can change your scheduling preference to take advantage of the Kajabi Scheduler.

To set up an existing Coaching Product with Kajabi Scheduler:

  • Open the Products tab from your Dashboard.
  • Click Coaching.
  • Select Programs.
  • Select the Coaching Program that you wish to use.
  • Open Settings from the top menu of your Program.
  • Navigate to Scheduling.
  • Select Kajabi.
     
  • Scroll to the top or bottom of the Settings page and click Save:

After saving your scheduling preference to the Kajabi Scheduler, click Manage Availability. Learn more


How to manage your availability

Set your availability to help your clients schedule their session(s). 

Note:

Your availability will default to your local time zone. Learn to adjust your time zone in your Account Details

To manage your availability:

  • Open the Products tab from your Dashboard.
  • Select Coaching.
  • Click Settings from the top menu.
  • Navigate to Scheduling options.
  • Select each day of the week to add your availability. 
  • Then, click Save to keep and apply your changes:

With Kajabi, you can now set a custom schedule for availability. This allows you to set a flexible availability window for booking that fits your schedule.

You can set your schedule to allow booking by days and weeks up to 90 days! 

You can also set an immediate scheduling buffer time window, to avoid a client booking a session too soon to prepare for. This way you do not need to worry about a client booking a session that starts in 5 minutes!

To set your custom scheduling options:

  • Open the Products tab from your Dashboard.
  • Select Coaching.
  • Click Settings from the top menu.
  • Navigate to Scheduling Options.
  • Set your Booking time window and Immediate scheduling buffer.
  • Remember to hit Save to save your preferences:

Note:
If you are experiencing scheduling issues, please double-check that your availability was set up correctly. If you are still encountering issues, please reach out to Kajabi Support.

BETA:
This feature is currently in beta and is being tested by a select group of Kajabi users. If you have questions or concerns about this feature please don't hesitate to reach out to support@kajabi.com.

Program Level Overrides

To help you support your customers better, the Kajabi Scheduler offers the ability to override your default scheduling availability for both 1:1 coaching and at the group level.

💡 How can you use this for your business? 💡

1:1 Coaching

Create custom availability to prioritize your higher ticket programs. Offering a VIP tier for your 1:1 Coaching Program? Consider offering extended booking windows so your VIPS get first crack at scheduling.

Managing Availability by Groups

Override your global availability to allow for scheduling group sessions when it makes sense for you! If you want the ability to book your group sessions outside of your standard coaching availability hours, you can enable wider availability windows to book sessions for your group.

How to set your custom scheduling options:

  • Open the Products tab from your Dashboard.
  • Select Coaching.
  • Click Programs and select the Program for which you would like to customize availability.
  • Navigate to the Settings Tab

Screenshot 2024-10-30 at 2.03.33 PM.png

  • Scroll down to the Availability section and toggle on Custom Settings.
  • Here can can set custom hours and session limits for the specific Program you're editing. 

Screenshot 2024-10-30 at 12.24.25 PM.png


Connected Calendars

To better serve our Heroes, Kajabi has switched scheduling partners to Cronofy for our 3rd party calendar integrations.

Cronofy enables Kajabi to provide highly requested features such as:

  • Coaching sessions can now be scheduled 200 days in advance. Previously, sessions could only be scheduled 90 days in advance.
  • Sessions can now be scheduled in 15-minute intervals and based upon defined session length.

To reauthenticate your 3rd party calendars:

  • From your Kajabi Dashboard, select the Products tab.
  • In the Products tab, select Coaching.
  • From the Coaching dashboard, click Settings.
  • In Coaching Settings, click the Reauthorize button shown on the Reauthentication banner to start the 3rd party reauthentication process:

screenshot_2024-09-16_at_4.33.06___pm.png

Note:
If you have already integrated a 3rd party calendar, you must reauthenticate your calendars by October 15th, 2024. Failure to do so may result in interruption of service for coaching bookings. Once you have done that, you will have access to these new features. if you have not yet integrated a 3rd party calendar, you can integrate using the following steps listed below as normal.

Integrating Google Calendar

With Kajabi, you can now integrate Google Calendar into your Coaching Products!

Once integrated, when a Coaching Client schedules a Coaching Session, that session will automatically be added to your Google Calendar.

Warning:
When you add a 3rd party calendar integration, previously scheduled sessions will not be added to your 3rd party calendar. If you've not yet launched your Coaching Program, set up your calendar integrations first to avoid this issue. If you already have sessions scheduled, you'll need to manually check for and fix any double-bookings that occur after integrating calendars.

To integrate Google Calendar:

  • From the Kajabi Dashboard, navigate to Products.
  • Select Coaching.
  • In Coaching, select Settings  
  • Press the Sign in with Google option in the Google Calendar option.
  • Choose the Google account you wish to connect.
  • Press Allow to grant Kajabi permission to integrate with your Google calendar:

Now, when your Client schedules a Coaching session with you, that session will automatically be added to your Google Calendar:

Tip:
Create a separate "coaching" calendar with Google Calendar to capture events scheduled with the Kajabi Scheduler. Learn to create a new Google Calendar.

With Kajabi, you can now integrate multiple Google Calendars, to help eliminate scheduling conflicts.

Learn how to integrate multiple Google Calenders with the Kajabi Scheduler here!


Integrating Microsoft Outlook and Microsoft Office 365

Microsoft Outlook and Microsoft Office 365 can now be integrated with your Coaching products!

Remember, Microsoft Outlook is for personal email accounts, and Microsoft 365 is for business/school email accounts. Learn more about their differences here.

To integrate Microsoft Outlook:

  • From the Kajabi Dashboard, navigate to Products.
  • Select Coaching.
  • In Coaching, select Integrations
  • Press the Sign in with Microsoft button next to the Microsoft Outlook selection.
  • Log into your Microsoft Outlook account by using your Microsoft Outlook login credentials.
  • Press the Login button to complete the integration:

 

How to integrate Microsoft Office 365:

  • From the Kajabi Dashboard, navigate to Products.
  • Select Coaching.
  • In Coaching, select Integrations
  • Press the Sign in with Microsoft button next to the Microsoft Office 365 selection.
  • Enter the email address for the Office 365 account you wish to connect.
  • Press the Continue button to finish the login process with Microsoft Office 365:

Note:
Only one third-party calendar can be connected at a time. If you have a calendar integrated and wish to switch to a different calendar, you must first disconnect that calendar from your account before changing to the new calendar. 

And that’s how you can connect the Kajabi Scheduler to your Coaching Product! Please vote below and let us know if you found this article helpful. We value your feedback. Thanks for being the best part of Kajabi!

Did you find this article helpful?