The calendar first approach
Your calendar runs your week. TrainerSuite makes it count.
You confirm what happened. TrainerSuite records what it means.
TrainerSuite does not replace your calendar; it works from it. Connect the Google or Apple Calendar you already schedule in, and training events become session records you review, confirm, and trust.
For trainers: from calendar event to business record
Connect the calendar you already use
Connect your Google or Apple/iCloud calendar. Your calendar stays the place you run your schedule; nothing about how you book changes. Prefer not to connect one? Create sessions in TrainerSuite and it can make a best-effort, one-way mirror on an eligible calendar you own. TrainerSuite never writes to shared, subscribed, or read-only calendars.
Clear matches get prepared. Unclear ones wait for you.
For each client, add the names, initials, or nicknames you use in calendar event titles. TrainerSuite reuses those matching names for future clear matches; ambiguous or unmatched events stay for manual review. Nothing is charged or changed silently.
Shortly after start time, the session goes Pending
Once a session's start time passes, TrainerSuite moves it to Pending shortly afterward. Pending means waiting for you to confirm what happened. It does not mean completed, charged, or paid.
You confirm the outcome and how to charge
Mark Completed, No Show, Late Cancel, or Cancelled, and choose how to charge: use a session credit, record an amount owed, or charge nothing. No-charge outcomes never consume a credit. Then TrainerSuite updates the business record.
What TrainerSuite will never do
Your calendar is yours. These boundaries are built into how sync works, not just policy.
Edit or delete events it did not create
TrainerSuite writes only to events it created itself, and it keeps proof of which ones those are. Everything you or another app put on your calendar is read-only to TrainerSuite.
Write to calendars you do not own
Shared and subscribed calendars, like a gym's group calendar, are read-only. TrainerSuite creates and updates events only on calendars you personally own.
Let a calendar edit change money
Calendar changes never silently change credits, amounts owed, or session outcomes. Those change only through explicit actions in TrainerSuite.
Silently rewrite a confirmed session
If a session came from your connected calendar and is still Scheduled or Pending, later time, title, or location changes can flow into TrainerSuite on a later sync. If TrainerSuite created the session, its calendar entry is a one-way mirror. Edit the session in TrainerSuite. After you confirm a calendar-origin session, later calendar changes do not rewrite the business record; TrainerSuite surfaces the difference for review.
Honest about timing, too: calendar updates and Pending promotion run on schedules, not in real time. That is why a session moves to Pending shortly after its start time, and why nothing in your books depends on an instant update.
For clients: their schedule, in their calendar
Sync is not just for you. Each client can see their upcoming sessions in the calendar they already live in, without a TrainerSuite login.
Works with the calendar they already use
Each client can get a private, read-only calendar link that Google Calendar, Apple Calendar, Outlook, and other calendar apps can subscribe to. Their sessions show up next to the rest of their life.
No TrainerSuite login or new app to install
The subscription URL itself does not require a TrainerSuite login or app; the URL is the credential. Clients add it to their calendar app, which refreshes on its own schedule.
Private and revocable
The feed shows only that client's own sessions, never money details and never anyone else's schedule. Anyone with the link can read that schedule, so it should not be shared. You can revoke or replace a client's link at any time.
Common questions
What happens if I move a session in my calendar?
If a session came from your connected calendar and is still Scheduled or Pending, later time, title, or location changes can flow into TrainerSuite on a later sync. If TrainerSuite created the session, its calendar entry is a one-way mirror. Edit the session in TrainerSuite. After you confirm a calendar-origin session, later calendar changes do not rewrite the business record; TrainerSuite surfaces the difference for review.
Can a calendar event charge a client automatically?
No. A calendar event can become a session waiting for review, but nothing touches credits or amounts owed until you confirm the outcome and how to charge. No-charge outcomes never consume a credit.
Do I have to connect a calendar?
No. Calendar sync is optional. Create your sessions in TrainerSuite and it can make a best-effort, one-way mirror on an eligible calendar you own. TrainerSuite never writes to shared, subscribed, or read-only calendars.
What happens if I disconnect my calendar?
Sync stops. Events TrainerSuite created stay on your calendar as ordinary entries, and everything already recorded in TrainerSuite stays exactly as it is.
Founding trainer access
Keep your calendar. Get trustworthy records.
TrainerSuite is opening carefully with independent trainers. Founding access is selective while onboarding and migration stay hands-on.