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How to Use the Guest Scheduling Link - For Program Managers

Guest Scheduling Links let others book coaching sessions on behalf of the coach—no login required, optional password, easy to manage.

Mariana Yates avatar
Written by Mariana Yates
Updated over 2 months ago

The Guest Scheduling Link allows someone (like an Executive Assistant or team coordinator) to schedule coaching sessions on behalf of the coach—without needing to log in to Optify. These links can be created, password-protected, and revoked at any time.

Important: This is not a global setting. Guest Scheduling must be enabled by a Program Manager for each individual program where it’s needed.

Coaches must have their calendar integrated for this feature to work.

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Step 1: Enable Guest Scheduling in Program Design

  1. Navigate to Program Design.
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  2. Click on Settings. (1)

  3. Toggle Guest Scheduling Link to ON. (2)
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  4. Click Save Changes at the bottom of the page.

Enabling this setting allows Program Managers and Coaches to create and manage Guest Scheduling Links for individual engagements.

Step 2: Access the Guest Scheduling Link

  1. Click the Program Management tab

  2. Locate the specific engagement and click the three dots next to the engagement name (1) and select Guest Scheduling Link. (2)

  3. Click the Create a Link button. You may choose to set a password for the link. This is optional and can be used to add an extra layer of privacy.
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  4. Once the link is created, click the clipboard icon to copy it and share with someone scheduling on behalf of the coach.

Step 3: Share the Link

  • Share the copied link with an Executive Assistant or anyone who needs to schedule coaching sessions on behalf of the coach.

  • No Optify login is required to use the link.

Step 5: Coaches Can Also Access or Create the Link

  1. The coach can go to the engagement and click on the client’s name.

  2. Under the Events tab, they’ll see the Guest Scheduling Link.

  3. If no link has been created, they can click Create Guest Scheduling Link.

FAQ

What if a Coach or Program Manager forgets the password for a Guest Scheduling Link?
Simply delete the existing link and create a new one. Passwords cannot be reset for scheduling links.

Can multiple people use the same link?
Yes. Anyone with the link can access the scheduling page, as long as it is active. If a password has been added, they will need to enter it.

Does the guest need an Optify login to book a meeting?
No. Guests can book meetings directly through the link without logging into Optify.

Can I see who scheduled the meeting using the guest link?
Not at this time. Meetings scheduled via the Guest Scheduling Link will appear on the calendar just like any other client-booked session.

Can I remove or update the link later?
Yes. Program Managers can delete the existing link at any time, which revokes access. A new link can then be generated if needed.

Who can create or revoke a Guest Scheduling Link?
Once the setting is enabled in Program Design, Program Managers and Coaches can create a Guest Scheduling Link. However, only Program Managers can revoke a link by deleting it.

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