A booking link that anyone can use
Your course has three tiers. The top tier includes three 1:1 calls in the first three months. The booking link is in the premium welcome email, and it has been forwarded. Your calendar has calls booked by standard-tier students, by a premium student on her sixth call, and by someone whose three months ended long ago.
You do not want to be the person who cancels a call and says 'sorry, you have used your allowance'. So you take them all, and your calendar fills with calls you are not paid for.
Why allowances are hard to hold
Scheduling tools such as Calendly know about times, not entitlements. The course platform knows which tier someone bought but not how many calls they have booked. So nothing stops a booking that should not happen, and counting falls to you, after the event, which is too late.
- Booking links are shared or forwarded.
- Nothing checks the student's tier at booking time.
- Calls are counted, if at all, in a spreadsheet afterwards.
- Allowance expiry dates are not enforced.
- Calls with different coaches are not added together.
What uncounted calls cost
Your time, which is the most expensive thing in the business. Premium students may get less availability because standard students have taken slots. The difference between your tiers blurs, which makes the premium tier harder to sell. And awkward conversations about allowances happen after the fact, which is the worst time.
Booking that knows each student's allowance
- Each tier's allowance is set: number of calls, length, time window, and which coaches the student can book.
- Students book from inside their course account, or through a personal link, rather than a public calendar link.
- Before showing slots, the booking page checks the student's tier, calls used and expiry date.
- Students with a remaining balance see available slots across the coaches they are allowed; others see a clear explanation and, if you offer it, an option to buy extra calls.
- Each booked and completed call updates the balance, and no-shows are counted by your rule.
- Reminders go out before the allowance expires, so students use what they paid for.
- You see a simple view of allowances used across all students and coaches.
| Student | Tier and balance | What they see |
|---|---|---|
| Premium, one call used | Two remaining, expires next month | Available slots |
| Premium, all used | None remaining | Option to buy an extra call |
| Standard tier | No calls included | Details of the premium tier or group calls |
| Premium, window ended | Expired | Your expiry message |
The tool can sit on top of Calendly, Google Calendar or Microsoft 365, so you keep the calendar you already use.
A calendar that matches what you sold
Your calls are with students who have them in their tier and have not used them up. Premium students see more availability because slots are not taken by people outside the tier. Nobody has to have the allowance conversation in person, because the booking page has it for you, politely, before a call is booked.
Coaches benefit as well. Each coach sees which tier and how many calls a student has before the call, along with their progress in the course, so the call starts from where the student actually is rather than a round of catching up.
If you want to be generous with a particular student, you add a call to their balance, and the record shows it was a deliberate choice rather than a leak.
Is your coaching calendar leaking?
- Your booking link has been shared beyond the students it was for.
- Students book more calls than their tier includes.
- Calls are booked after the allowance should have expired.
- You count calls in a spreadsheet, if at all.
- Premium students struggle to find slots.