Learn to set reminders and add the Kajabi Scheduler Widget to your pages to connect with your coaching clients.
In this article:
What is the Kajabi Scheduler?
The Kajabi Scheduler is Kajabi's scheduling tool to help you set appointments and meet with your coaching clients.
With Kajabi Scheduler you can schedule your sessions around your set availability and meet through any method of your choice (including Kajabi's built-in live video!).
When your customers purchase your Coaching Program, they can schedule their session(s) based on your set availability. Learn to connect Kajabi Scheduler to your Coaching product.
Notifications
Send as many reminder email notifications to your one-on-one coaching clients as you need to encourage your clients to engage and attend your scheduled appointment in a timely manner.
With the Kajabi Scheduler you can customize your Reminder Email template and set the number of notifications you want sent before your appointment.
Customize your reminder notification to be sent out as many times as you need whether that is 5 days before to 15 minutes before and anywhere in between!
To set your reminder notifications to a 1:1 Coaching Program:
- Open the Products tab from your Dashboard.
- Click Coaching.
- Open the Programs tab.
- Select the 1:1 Coaching Program that you wish to customize.
- Click Settings in your 1:1 Coaching Program.
- Navigate to Scheduling.
- Use the toggle to Enable reminders.
- Then, add your desired reminder emails to be sent to you and the client before your session start time.
- Be sure to click Save to keep and apply at the top or bottom corner of the Program Settings page:
To set your reminder notifications to a Group Coaching Program:
- Open the Products tab from your Dashboard.
- Click Coaching.
- Open the Programs tab.
- Select the Group Coaching Program that you wish to customize.
- Open the Group that you wish to customize.
- Click Settings in your Group Coaching Program.
- Navigate to Scheduling.
- Use the toggle to Enable reminders.
- Then, add your desired reminder emails to be sent to you and the client before your session start time.
- Be sure to click Save to keep and apply at the top or bottom corner of the Program Settings page:
After setting your reminders, navigate to the Notifications section of our Group settings. Use the checkboxes to select who receives the email notifications when changes are made to coaching sessions:
Customize who receives your notification by visiting the Notifications section of your Coaching Program Settings:
- Open the Products tab from your Dashboard.
- Click Coaching.
- Open Programs.
- Select the 1:1 Coaching Program you wish to customize.
- Open Settings in the top menu of the Coaching Program.
- Scroll all the way down to Notifications.
- Then, select the notification type that will get sent to either the Coach or the Client or both:
Can the email notification template be customized?
With Kajabi, you can customize the automated emails sent by your site.
The different automated email types for Coaching include:
- Coaching Session Added
- Coaching Session Scheduled
- Coaching Session Scheduled Corrected
- Coaching Session Rescheduled
- Coaching Session Canceled
- Coaching Session Reminder
- Coaching Session Content Changed
- Coaching Session Recording Uploaded
Please Note:
- These automated emails cannot be turned off
- The email can be customized in the system emails setting or from the Notifications section of your Coaching Settings.
What happens if a session is canceled or rescheduled?
When a session is canceled or rescheduled, an automated notification email will be sent to the involved parties. The email can be customized in the system emails setting.
Scheduler widget
Add a Coaching Scheduler Widget to your site, landing, and product pages to encourage your customers to book a session with you.
With the Coaching Scheduler Widget you can add the Kajabi Scheduler as a block or section and customize your coaching clients experience with your site by making it easier than ever before to schedule a coaching session!
The Coaching Scheduler Widget is available to install in the following pages and themes:
- Encore Site Pages (v1.9.0)
- Encore Landing Pages (v2.9.0)
- Premier Site Pages(v6.3.0)
- Premier Landing Pages (v6.3.0)
-
Momentum Product theme (v6.7.0)
- Dashboard body
- Dashboard sidebar
-
Premier Product Theme (v7.6.0)
- Product Hero
- Product Welcome Body
- product Sidebar
- Post Body
- Post Sidebar
Be sure to upgrade your theme to the latest released version.
To add the Scheduler Widget to a Kajabi Page (i.e., Landing Page or Website Page) add a block or section to your desired page. Learn more.
- Open the Website tab from your Dashboard.
- Select the page you want to customize or create a new one.
- Navigate to the sidebar editor.
- Select + Add Section or open a section and click + Add Content to add a block.
- Locate the Kajabi Scheduler Widget.
- Customize your Section/Block.
- Then, click Save to keep and apply your changes:
To add the Scheduler Widget to a Product open your Product Theme Editor and customize your product theme with the widget in your desired Course Product.
What happens when the customer attempts to schedule an appointment through the widget?
First, your customer will be prompted to select a date and time within your set availability:
They will then be directed to Kajabi's Pop-Up Checkout for a seamless experience with your site. Learn more.
Your customer will have 10 minutes to complete the Pop-Up Checkout (even if it's a free Coaching Session). There will be a 10-minute hold placed on your calendar during this time to ensure that your customer has the time to complete their purchase and scheduling:
If your customer cancels their purchase before completing the checkout process, the hold will be removed from your calendar and the time slot will be opened for other customers.
However, if your customer completes their purchase within the 10-minute window, the temporary hold on your calendar will be replaced with the completed booking event.
Best practices for the scheduler widget
1. Exclude time restricted Offers
We recommend connecting Offers that do not have a set start date or time restriction so as not to complicate the scheduling of your coaching sessions.
When you create the Kajabi Scheduler Widget, Offers that have a time restriction will not appear in the Offer selector to protect your customer experience. However, if you choose to customize the Offer after setting up your Kajabi Scheduler Widget and it impacts the scheduling of a session, the booking process will not display for your customer. They will instead simply encounter the pop-up checkout.
2. Exclude Offers unique to BMA or In-App Payments
We recommend avoiding Offers that are unique to BMA or In-App Payments to protect your customer experience.
3. Gift Offers should contain clear communication for scheduling
Gift Offers can be enabled for your Coaching Session and will be displayed as an option within the Pop-Up Checkout, but their selected time slot will not process if your customer chooses to gift the session. The hold will disappear and will remain open for other customers. This will allow the customer that receives the gift to schedule their preferred date and time. Be sure to clearly communicate to your customers that they will need to have the gifted recipient schedule their session.
Kajabi Scheduler FAQs
How far in advance can my clients book a session with me?
Kajabi Scheduler allows your clients to book a coaching session up to 200 days in advance. The default setting is 2 weeks in advance, but you can update this in your coaching settings.
Does this support group coaching?
Yes, Kajabi Scheduler supports both 1:1 and group coaching. Please note that clients are only able to schedule 1:1 coaching sessions themselves. Group coaching scheduling can only be done by the coach.
Can the coach schedule sessions on behalf of the client?
Yes! Coaches will have the ability to reschedule and cancel sessions on behalf of the clients from the session tracking page.
Do I have to disconnect Calendly in order to switch over to the Kajabi Scheduler?
No, you do not need to disconnect Calendly to use the Kajabi Scheduler. However, if you have a Coaching Product connected to Calendly, we recommend creating a new Coaching Product to connect to the Kajabi Scheduler rather than updating your existing Product. Data from Calendly cannot be transferred to the Kajabi Scheduler.
After I record a live video session, does my recording auto-upload to my client's session?
Yes! With Coaching, your live video sessions can now be auto-uploaded to your client's session. Learn to auto-upload your coaching live video session recordings.
How can I edit my time zone and availability preferences in the Kajabi Scheduler?
You can edit your time zone and availability preferences in your Coaching Settings. Learn more
To help you get started, your coaching availability defaults to 9AM - 5PM in the time zone set under your Account Details.
I have multiple Coaching Products, can I have separate availabilities in the Kajabi Scheduler?
At this time, the Kajabi Scheduler only supports one availability schedule. This availability schedule will apply to all of your Coaching Products.
Does the Kajabi Scheduler integrate with 3rd party calendar tools?
Yes, you can now integrate Google Calendar, Outlook and Office 365 with the Kajabi Scheduler, so Client scheduled sessions will automatically be added to your personal calendar! Learn how here!
(Note: 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.)
Can I block specific days of the month when I cannot take clients for coaching?
You can use the Kajabi Scheduler in the Coaching Product to block specific days of the month when you cannot take coaching clients. Start by integrating Kajabi Scheduler into your Google Calendar and creating an all-day event to a specific date to block clients from scheduling coaching sessions.
Can I use Kajabi Scheduler to book free Discovery Calls?
Yes. You can set up free Discovery Calls with potential clients by creating a Single Session Coaching Product and attaching it to a Free Offer.
Still have questions? Let us know your question below to have it added to the list or reach out to Support if you need additional assistance.
Thanks for being the best part of Kajabi!