Cronofy Integration

Modified on Wed, 30 Jul at 1:02 AM



Overview

This article explains how to integrate Cronofy into Coach OS to sync external calendars (Google, Outlook, Apple, etc.) for real-time session scheduling and availability management. It supports coaches in streamlining calendar views, avoiding conflicts, and booking seamlessly within Coach OS.

Step-by-Step Instructions

Step 1: Access Cronofy Settings
  • Log in to Coach OS and navigate to your Coach Dashboard
  • Click the menu icon and select Cronofy Settings
Step 2: Add a Calendar Account
  • Click Add calendar account
  • Select a platform: Office365, Google, Apple, etc.
  • Authorize Cronofy by accepting Terms of Service
  • Login and grant access
  • Repeat to add multiple calendars if needed
Step 3: Define Working Hours & Buffers
  • Set start and end times for availability
  • Add optional pre/post-session buffers (e.g., 15 minutes)
  • Use the drag-select interface to define schedule
Step 4: Book a Session
  • From the Pathway or Calendar view, select an open slot
  • Coach OS will show white = available, blue = unavailable
  • Booking supports 15-minute increment visibility
  • Click to confirm session and avoid scheduling conflicts
Step 5: Book Group/Pod Sessions
  • No need to create slots in advance
  • Choose an available time and assign it in the Group/Pod session view
  • Works for both 1:1 and Pod-based journeys

Role-Based Guidance

Coaches
Set up Cronofy themselves. Sync multiple calendars and maintain availability. Contact support for help.
Program Managers & Ops
Do not assist with Cronofy setup. Refer coaches to momentasupport@bts.com.

Visual Guide

Click to expand visual aids

Coach Dashboard with Cronofy Settings Highlighted


Calendar Account Selection (Office365, Google)


Availability Window & Buffer Setup


Booking Screen from Coach Calendar


Cronofy Synced Symbol on Coach Tile

Watchouts & Considerations

  • Initial Sync: Cronofy requires a one-time setup. No recurring action unless calendar account changes.
  • Buffer Time: Buffers reduce available session windows—watch for impact on booking range.
  • Session Visibility: Participants only see open slots, not conflicts or full schedules.
  • Mailer Sync: Confirm that session mailers are configured correctly for rebookings and cancellations.
  • Coach Support: Refer any Cronofy-related issues to momentasupport@bts.com.

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