Schedule clients and use your calendar
Schedule, repeat, move, cancel and complete sessions, and sync Google Calendar.
Where: Web or mobile app, for coaches
Schedule sessions for your clients and run your day from the calendar. Web steps come first, then mobile.
Steps
View your schedule by day or week
Tap Schedule (the calendar icon) in the bottom bar. If you don't see the icon, Calendar is not turned on for your account.
Under the dates, tap Day or Week. The app remembers your choice next time.
In Day, you see one day by the hour. Appointments show the name and time. Group classes show how many are booked, for example "3/10 booked".
In Week, you see all seven days side by side. If events overlap, one block shows a count, for example "3 events". Tap it to open that day in Day and see each event.
To change the week, tap the left or right arrow next to the dates.
To jump to another date, tap the date range with the down arrow. A Select date sheet opens with a month calendar. Tap a date.
To go to one day, tap it in the strip of seven days above the schedule. Each day shows the weekday, the date, and a small count of events. In Week, tapping a day opens it in Day.
Tap an appointment to see its details. Tap a group class to see its roster. Tap a time block (shown as "Blocked" or with its subject) to see it.
Tap an empty time slot, in Day or Week, to add an appointment at that time. It opens the same form as the plus button, with that day and time filled in.
Schedule a session for a client
On Schedule, tap the plus button at the top right. The Appointment tab is open. (The Block tab blocks time. See Set your hours and block time off.)
Tap the client row (Select followed by your client word) and pick the client. If you manage other coaches, tap Select followed by your staff word to pick the person the session is for.
Under Date, tap a day in the strip. Use the arrows to move to another week.
Tap Time and pick a time.
Under Location, tap In person or Virtual. For Virtual, paste a link in Paste a Zoom/Meet link (optional). If Google Calendar is connected and you leave the link empty, Add a Google Meet link shows and is checked. The link is made when you schedule.
Under Duration, tap 30m, 45m, 60m, 90m or 120m.
Add Notes if you want.
Tap Schedule. The session shows on your schedule.
Reschedule an appointment
On Schedule, tap the appointment.
Tap Reschedule.
Pick a new day, then tap Time to pick a new time. You can also change Duration.
Tap Save. You see "Appointment rescheduled."
Cancel an appointment
On Schedule, tap the appointment.
Tap Cancel.
In Cancel appointment?, tap Yes, cancel. Tap No to keep it. You see "Appointment cancelled."
Delete an appointment
On Schedule, tap the appointment.
Scroll to Actions and tap Delete.
In Delete appointment?, tap Delete. This cannot be undone. You see "Appointment deleted."
Mark an appointment complete
On Schedule, tap the appointment.
Under Actions, tap Complete.
If a workout is linked, Rate Workout Difficulty opens. Move the slider, then tap Submit & Complete. Tap Skip to complete without a rating.
If no workout is linked, tap Complete in Complete appointment?. You see "Appointment completed."
Link a workout to an appointment
On Schedule, tap the appointment.
Under Workout, tap Link existing. Tap a workout in the week list. The hint says the workout will be moved to the appointment's date and time.
To build a new one, tap Create instead.
After a workout is linked, tap Open to see it. Tap Replace or Unlink to change it.
Connect Google Calendar
Connect Google Calendar so your sessions show in Google, and busy times in Google block your availability.
On Schedule, tap the gear icon next to the time zone chip. Google Calendar opens.
Tap Connect Google Calendar. Your browser opens ("Opens in your browser."). Sign in to Google and allow access.
Go back to the app. The status shows Connected, with your Google account under Connected as.
Under Calendar, pick the Google calendar to use.
Turn on the options you want:
Sync Demotu appointments to Google Calendar
Block my Demotu availability from Google Calendar events
Send clients a calendar invite for their sessions
The app name in these options is the name of the app you use.
Disconnect Google Calendar
Open the gear icon and tap Disconnect.
Tap Disconnect again to confirm. Tap Keep to stay connected. Synced events stop updating.
Common questions
Does my client see the session?
Yes. It shows in their app under Sessions and Upcoming sessions. They can open it to see the time, place or video link.
I do not see Recurring.
It shows only on web, only for new appointments, and not for organizations that connect appointments to a gym system. Repeating sessions are not on mobile.
The Create button is grey on a repeating series.
A series needs at least 2 dates and at most 52.
Some times overlap something on the calendar, so nothing was booked.
Nothing books when any date clashes. The clashing dates turn red. Remove them or change the time, then select Create again.
Can I edit a whole series at once?
No. Each appointment is its own appointment. To cancel from one date on, use Cancel and pick This and all following in the series.
Does my client get a message about a series?
Yes, one notification for the whole series.
Where did my cancelled appointment go?
Cancelled appointments are hidden. On web, select Filters, then tick Cancelled under Appointment status. On mobile, cancelled appointments are not shown.
I see "A completed appointment cannot be cancelled."
You can only cancel an appointment that is still scheduled.
What happens to the linked workout when I cancel?
It is unlinked from the appointment. The workout is not deleted.
What does "This and all following in the series" cancel?
The appointment you opened and every later one in the same series. Earlier ones stay. Your client gets one notification.
Can I cancel a series on mobile?
No. On mobile, Cancel cancels one appointment. Use web to cancel the rest of a series.
What is the difference between Cancel and Delete?
Cancel keeps the appointment and marks it as cancelled. Delete removes it for good. On web, Cancel is the only way to remove an appointment. On mobile you can also delete it.
I do not see Delete on mobile.
Some organizations connect their appointments to a gym system. Those appointments do not show Delete. Use Cancel instead.
What happens to the linked workout when I complete?
It is marked as completed too.
I do not see Complete.
Complete only shows for appointments that are still scheduled.
Can I undo Complete?
No. A completed appointment cannot be cancelled.
I see "This time is outside this person's available hours."
Pick a time inside your weekly hours. To change your hours, see Set your hours and block time off.
The link list says "No workouts found."
The client has no workouts in that range. Pick a wider range, such as ±30d. If you selected a day on the small calendar, select Show all to clear it. Or select Create workout instead.
Does unlinking delete the workout?
No. It only removes the link.
I see Service instead of Duration.
Some organizations connect their appointments to a gym system. For them, pick a Service. The service sets the length. On mobile, it also replaces Location, and without a service you see "Service required."
I see "Client required."
Pick a client first.
What time zone does the mobile schedule use?
Your phone's. To change it, tap the clock chip at the top right (it shows a short name like EST) and pick a time zone. The app keeps your choice.
I see team and staff chips under the Day and Week buttons.
Only org admins, staff admins, and team admins see them. The team chip starts on your first team. With no team picked, it shows All Teams. The staff chip shows All and your staff label, for example All Coaches. Tap a chip to open a list. In the team list, tap All or one team. In the staff list, tap All or one or more names, then tap Done. Tap the small x on a chip to clear it.
Where are the Google Calendar settings on mobile?
Tap the gear icon next to the time zone chip. Only coaches and admins who manage the calendar see it.
Google Calendar says "Needs attention."
The Google connection expired. Select or tap Reconnect Google Calendar and sign in again.
Why did the Add a Google Meet link option not show?
It shows only for a Virtual session when Google Calendar is connected and the meeting link is empty.