As a Workspace Owner or Admin, you have full control over your team's booking system. You can create services, assign trainers, manage client booking permissions, and reassign sessions whenever your team changes.

This guide walks through the key features available to Workspace Owners and Admins.

What You Can Manage

As a Workspace Owner or Admin, you can:

Session Types

Create, edit, archive, and restore Session Types.
Assign one or more trainers to each Session Type.
View every Session Type in your workspace.

Client Self-Booking

Grant or remove client self-booking access.
Control which Session Types each client can book.
Issue Session Credits.

Booking Management

Book sessions for yourself or any trainer.
Edit or cancel upcoming sessions.
Reassign sessions between trainers.

Availability

Manage workspace availability.
View trainer availability through Google Calendar (when shared).

Manage Session Types

Session Types define the services your workspace offers.

Unlike Trainers, Owners and Admins can view and manage every Session Type in the workspace, regardless of who created it.

For each Session Type, you can view:

Name
Duration
Location
Required Session Credits
Assigned Trainers

Create a Session Type

To create a new Session Type:

Navigate to Bookings > Session Types.
Click Add Session Type.
Enter the required information:
- Session name
- Color
- Duration
- Location
- Description
- Booking settings
Click Create.

After creating the Session Type, you can assign one or more trainers to provide the service.

Booking Settings

When creating or editing a Session Type, you can configure:

Setting	When Enabled
Require Session Credit	Clients must have an available Session Credit before booking.
Allow Client Self-Cancellation	Clients can cancel their own sessions within the allowed cancellation window.
Allow Client Self-Booking	Eligible clients can book this Session Type themselves.

Edit a Session Type

You can update any Session Type in the workspace.

Changes only apply to future bookings. Existing scheduled sessions keep their original details.

Archive a Session Type

Archive a Session Type when you no longer offer that service.

Archived Session Types:

Cannot be booked
No longer appear during booking
Preserve historical booking records
Do not remove existing scheduled sessions

You can restore archived Session Types at any time.

Assign Trainers to Session Types

Creating a Session Type does not automatically assign it to your trainers.

To assign trainers:

Open a Session Type.
Select the Trainers tab.
Click Assign Trainers.
Choose one or more trainers (or assign all active trainers).
Click Assign.

Once assigned, those trainers can:

Book sessions using that Session Type.
Grant eligible clients self-booking access.

Unassign and Reassign Trainers

When unassigning a trainer from a Session Type, Everfit checks whether they have upcoming sessions:

If they don't, the trainer is simply removed.
If they do, you'll choose whether to:
- Keep the existing sessions with the trainer, or
- Reassign upcoming sessions to another trainer.

You can unassign trainers in bulk as needed.

During reassignment, Everfit automatically:

Updates future bookings.
Grants the new trainer access to affected clients.
Updates Google Calendar events.
Sends notifications to everyone involved.
Preserves completed and canceled sessions.

Manage Client Self-Booking

Client self-booking is controlled in two steps:

Enable self-booking on the Session Type.
Grant access to individual clients.

Both steps are required before a client can book the service themselves.

Grant Self-Booking Access

To allow clients to book a Session Type:

Open the Session Type.
Go to Self-booking Clients.
Click Grant Booking Access.
Select:
- Individual clients
- Client Groups
- All connected clients
Save your changes.

Removing access only affects future bookings. Existing appointments and Session Credits remain unchanged.

Manage Access from a Client Profile

You can also manage booking permissions directly from a client's profile.

Open the client's Sessions > Self-booking tab to:

View all Session Types they can book.
Grant access to additional Session Types.
Remove access.
View upcoming bookings.
See remaining Session Credits.

If the client's primary coach is not assigned to a Session Type, Everfit displays a warning so you can quickly assign the coach.

Automatic Access with Session Credits

When issuing Session Credits for a Session Type that allows client self-booking, Everfit automatically grants booking access if the client doesn't already have it.

Manage Bookings

Owners and Admins can manage bookings for the entire workspace.

Book Sessions for Any Trainer

To create a booking:

Open the Calendar.
Click Book Session or select an empty time slot.
Choose:
- Client
- Trainer
- Session Type
- Date and time
Save the booking.

Everfit automatically filters available trainers and Session Types based on your selections.

Clients and assigned trainers receive notifications once the booking is created.

Edit or Cancel Sessions

Owners and Admins can edit or cancel any upcoming session. You can update:

Assigned trainer
Date and time
Duration
Location
Description

The client and assigned trainer are notified whenever a session is rescheduled or canceled.

Everfit also checks for scheduling conflicts with:

Existing Everfit sessions
Connected Google Calendars (when shared)

Google Calendar Visibility

Each trainer can connect their own Google Calendar. They also choose whether to share their event visibility with the workspace.

If a trainer enables calendar sharing, Owners and Admins can:

View Busy time blocks.
Detect scheduling conflicts while booking.

To protect privacy, Everfit only displays whether a trainer is busy or available. Event titles, attendees, and event details are never shared.

If calendar sharing is disabled, Google Calendar conflicts won't be considered during booking.

View the Team Calendar

The workspace calendar gives Owners and Admins a complete view of team's calendar.

You can:

Filter by one or multiple trainers.
Filter by client.
View shared Google Calendar busy blocks.
Switch between Day and Week views.

These filters make it easy to monitor availability and coordinate schedules across your coaching team.

Troubleshooting

Issue	Possible Cause	Resolution
Client can't book a Session Type	Self-booking is disabled, client hasn't been granted access, primary coach isn't assigned, or Session Credits are required	Enable self-booking, grant access, assign the client's coach, or issue Session Credits.
Trainer can't book a Session Type	Trainer hasn't been assigned	Assign the trainer from the Session Type's Trainers tab.
Google Calendar events aren't visible	Trainer hasn't connected Google Calendar or disabled sharing	Ask the trainer to connect their calendar and enable calendar sharing.
New trainer can't access expected Session Types	Session Types are not assigned automatically	Assign the trainer to the required Session Types.
Google Calendar conflicts aren't detected	Calendar sharing is disabled	The trainer must enable Share Calendar for conflict detection to work.