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Kajabi Scheduler is Kajabi’s scheduling tool to help you set appointments and meet with your coaching clients. You can book your sessions around your set availability and meet through any method of your choice (including Kajabi’s built-in live video). When your customers sign up for your Coaching Program, they can schedule their sessions based on your set availability.

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Set up Kajabi Scheduler

Set up your Kajabi Scheduler with a new or existing Coaching Program. With Kajabi Scheduler you can select the Kajabi option when setting up your Coaching Program.

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Set up a Coaching Product with Kajabi Scheduler

  1. Open the Products tab from your Dashboard
  2. Select Coaching
  3. Choose Programs
  4. Click + New Coaching Program to create your first Coaching Program
  5. Click Get Started
  6. Select Single session or Package
  7. Complete the prompt to include:
    • Title of the program
    • Coach name (optional)
    • Description of the program
  8. Click Continue
  9. Select your scheduling preference:
    • Select Kajabi to set up the Kajabi Scheduler for your Coaching Program
    • Select your Location (e.g., Built-in live video or enter a custom location)
    • Select the Session Duration (maximum of 90 minutes) to set the allotted time for every session in your program
  10. Click Continue to continue customizing your Coaching Program

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Set up an existing Coaching Product with Kajabi Scheduler

  1. Open the Products tab from your Dashboard
  2. Click Coaching
  3. Select Programs
  4. Select the Coaching Program that you wish to use
  5. Open Settings from the top menu of your Program
  6. Navigate to Scheduling
  7. Select Kajabi
  8. Scroll to the top or bottom of the Settings page and click Save
After saving your scheduling preference to the Kajabi Scheduler, click Manage Availability.

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Manage availability

Set your availability to help your clients schedule their sessions.
Note: Your availability will default to your local time zone. Learn to adjust your time zone in your Account Details.

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Set availability

  1. Open the Products tab from your Dashboard
  2. Select Coaching
  3. Click Settings from the top menu
  4. Navigate to Scheduling options
  5. Select each day of the week to add your availability
  6. Click Save to keep and apply your changes
With Kajabi, you can set a custom schedule for availability. This allows you to set a flexible availability window for booking that fits your schedule. You can set your schedule to allow booking by days and weeks up to 200 days. You can also set an immediate scheduling buffer time window, to avoid a client booking a session too soon to prepare for.

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Set custom scheduling options

  1. Open the Products tab from your Dashboard
  2. Select Coaching
  3. Click Settings from the top menu
  4. Navigate to Scheduling Options
  5. Set your Booking time window and Immediate scheduling buffer
  6. Click Save to save your preferences
Note: If you are experiencing scheduling issues, double-check that your availability was set up correctly. If you are still encountering issues, reach out to our support team.

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Program level overrides

The Kajabi Scheduler offers the ability to override your default scheduling availability for both 1:1 Coaching and at the group level.

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Use cases

1:1 Coaching Create custom availability to prioritize your higher ticket programs. Offering a VIP tier for your 1:1 Coaching Program? Consider offering extended booking windows so your VIPs get first crack at scheduling. Managing availability by groups Override your global availability to allow for scheduling group sessions when it makes sense for you. If you want the ability to book your group sessions outside of your standard coaching availability hours, you can enable wider availability windows to book sessions for your group.

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Set custom scheduling options for a program

  1. Open the Products tab from your Dashboard
  2. Select Coaching
  3. Click Programs and select the Program for which you would like to customize availability
  4. Navigate to the Settings tab
Settings Tab
  1. Scroll down to the Availability section and toggle on Custom Settings
  2. Set custom hours and session limits for the specific Program you’re editing
Custom Availability Settings

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Connected calendars

Kajabi uses Cronofy for 3rd party calendar integrations, enabling features such as:
  • Coaching sessions can be scheduled 200 days in advance
  • Sessions can be scheduled in 15-minute intervals and based upon defined session length
To reauthenticate your 3rd party calendars:
  1. From your Kajabi Dashboard, select the Products tab
  2. In the Products tab, select Coaching
  3. From the Coaching dashboard, click Settings
  4. In Coaching Settings, click the Reauthorize button shown on the Reauthentication banner to start the 3rd party reauthentication process
Reauthorize Calendar
Note: If you have already integrated a 3rd party calendar, you must reauthenticate your calendars by October 15th, 2024. Failure to do so may result in interruption of service for coaching bookings. Once you have done that, you will have access to these features. If you have not yet integrated a 3rd party calendar, you can integrate using the steps listed below.

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Integrate Google Calendar

With Kajabi, you can integrate Google Calendar into your Coaching Products. Once integrated, when a Coaching client schedules a Coaching Session, that session will automatically be added to your Google Calendar.
Important: 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.

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Connect Google Calendar

  1. From the Kajabi Dashboard, navigate to Products
  2. Select Coaching
  3. In Coaching, select Settings
  4. Press the Sign in with Google option in the Google Calendar option
  5. Choose the Google account you wish to connect
  6. Press Allow to grant Kajabi permission to integrate with your Google calendar
When your client schedules a Coaching session with you, that session will automatically be added to your Google Calendar:
Tip: Create a coaching-specific calendar on Google so that your coaching sessions do not overlap with your personal or work calendar events on your primary calendar.
Learn how to integrate multiple Google Calendars with the Kajabi Scheduler.

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Integrate Microsoft Outlook and Microsoft Office 365

Microsoft Outlook and Microsoft Office 365 can be integrated with your Coaching products. Microsoft Outlook is for personal email accounts, and Microsoft 365 is for business/school email accounts. Learn more about their differences.

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Connect Microsoft Outlook

  1. From the Kajabi Dashboard, navigate to Products
  2. Select Coaching
  3. In Coaching, select Integrations
  4. Press the Sign in with Microsoft button next to the Microsoft Outlook selection
  5. Log into your Microsoft Outlook account by using your Microsoft Outlook login credentials
  6. Press the Login button to complete the integration

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Connect Microsoft Office 365

  1. From the Kajabi Dashboard, navigate to Products
  2. Select Coaching
  3. In Coaching, select Integrations
  4. Press the Sign in with Microsoft button next to the Microsoft Office 365 selection
  5. Enter the email address for the Office 365 account you wish to connect
  6. Press the Continue button to finish the login process with Microsoft Office 365
Note: Only one third-party calendar can be connected at a time. If you have a calendar integrated and wish to switch to a different calendar, you must first disconnect that calendar from your account before changing to the calendar.