How to Create a Schedule and Set Your Availability
Managing your schedule and availability is an essential step for organizing lessons, appointments, or events. SwingMatch refers to a Schedule as the details associated with the service. This includes pricing, location, and description. We referred to Availability as the time that you have made yourself available for the services set forth in the the Schedule.
By following the steps below, you’ll quickly set up a Schedule with all the details—location, timing, pricing, and more—so clients or students know exactly when you’re available.
Create your Schedule
1. Navigate to the Schedule Section
Look for the Schedule section in your dashboard or main menu.
Click on Schedule to access your scheduling options.
You will also notice the Booking Priority option found on this page. To learn more about Booking Priority and how to set it up, see this article.
2. Click Add a Schedule
Once you’re in the Schedule section, find and click the Add a Schedule button.
This will open a new window or form where you can start customizing your schedule details.
You can create multiple Schedules with the same Availability. Our system automatically will remove time from one set of availability if it is booked in another. You can't be in two places at once!
3. Provide Schedule Details
In the form, you will be asked to fill out several key pieces of information:
Location: Choose where the lesson or meeting will take place. All locations are predefined, if you your location isn't listed, please contact [email protected] or [email protected].
Lesson Duration: Select how long the lesson will last (e.g., 30 minutes, 45 minutes, 60 minutes, etc.). We take this duration and block out times when you are setting your availability to ensure you don't accidently double book yourself.
Description (Optional): Provide any extra details your participants might need (e.g., what to bring, specific meeting point, or notes).
Pricing: Select each service that you would like to advertise, and add a price associated to it. You can choose from:
Adult
Junior
Playing lesson
Group of 2 through 5
Club Fitting
Fitness Session
Coaching
Lesson Packages: With each service you select and add a price to, you are also able to package them. By default, the pre-populated package size and price is 5 with a 20% discount ($100 lesson will show a 5-pack for $400). You can customize this as you see fit. For more information on lesson packages and how they work, see this article.
4. Save Your Schedule
After you’ve entered all the required details:
Review your information to ensure everything is correct.
Click Save to finalize your new schedule entry.
Set Your Availability
Set Availability with Ad-Hoc (flexible) Time Slots
With your schedule created, you can now set your availability on an ad-hoc basis:
You will first click in the area highlighted in red that says No timeslots set.
Select specific date(s) and time slot(s) when you’re available for lessons. By clicking + Add Date, you will be shown a calendar popup to select a date.
The system will block off intervals between start times based on your chosen lesson duration, preventing multiple bookings from overlapping. In this case, 60 minute lesson lengths were chosen, meaning that a start time can not occur at 7:15am, as it will overlap with the 8:00am start time.
To speed things up, you can copy times from previously set dates, and modify them as needed for the newly selected day.
Add or remove additional time slots as needed, ensuring your availability is always up to date.
Click Save to set your Availability!
You will also see that you can choose the order that your lesson times are advertised to golfers, we call this Sequential Booking and you can find more information on this feature here.
Why Ad-Hoc Availability?
Prevent Double Bookings: Once a time slot is taken, the system automatically blocks out the duration needed until your next available slot.
Flexible Scheduling: You decide exactly when and how often you’re available, without committing to a repeating schedule, you are either available, or you are not. As we know, instructors have other commitments and often aren't always available at the same time day to day and week to week.
Real-Time Updates: If you need to cancel or adjust a slot, you can easily remove or modify it so clients see your current availability.
Tips and Reminders
Repeat the process for any additional locations or durations of services you offer that do not align with your Schedule settings.
If you offer multiple types of lessons with different durations, create separate schedules for each type so pricing, location, and duration details remain accurate.
Update your schedule regularly to reflect real-time availability and prevent double bookings with your personal time.