Bookings

Coachbase does not provide a booking system. Instead, it integrates with your existing booking platform — pulling appointment data via REST API, or accepting periodic uploads via Excel or JSON. Once connected, bookings appear in your Coachbase dashboard enriched with athlete context and direct session links.

Connection Types

Coachbase supports four ways to bring booking data into the app:

BookingType — Data Shape

All booking data — whether from an API, Excel, or JSON — is normalized to the BookingType shape before processing. When using the API or JSON connection type, your endpoint or file must return objects that match this shape.

Example — Single Booking Object

{
  "id": "booking-abc-001",
  "date": "17-04-2026",
  "hour": "09:30",
  "athleteName": "Alex Müller",
  "email": "alex@example.com",
  "tags": [
    { "label": "gender",       "value": "male"      },
    { "label": "location",     "value": "amsterdam" },
    { "label": "session-type", "value": "strength"  }
  ]
}

Example — API Response (Array)

Your API endpoint must return a JSON array at the root level:

[
  {
    "id": "booking-001",
    "date": "17-04-2026",
    "hour": "08:00",
    "athleteName": "Sara Jansen",
    "email": "sara@gym.nl",
    "tags": [{ "label": "gender", "value": "female" }]
  },
  {
    "id": "booking-002",
    "date": "17-04-2026",
    "hour": "09:00",
    "athleteName": "Tom de Vries",
    "tags": [
      { "label": "gender",       "value": "male"   },
      { "label": "session-type", "value": "cardio" }
    ]
  }
]

API Endpoint Configuration

When using the api connection type, you configure an endpoint URL and an optional API key in Team Settings → Booking Integration. Coachbase sends a GET request to your endpoint with the key in the Authorization header:

GET https://your-system.com/api/bookings
Authorization: Bearer YOUR_API_KEY

Your endpoint must:

• Respond with HTTP 200 on success
• Return Content-Type: application/json
• Return a JSON array of BookingType objects at the root level
• Use HTTPS (plain HTTP is not accepted)

Excel & JSON Upload Format

Excel Columns

For .xlsx / .xls uploads, the first row must be a header row. Column names are matched case-insensitively to the BookingType field names. The minimal required columns are id, date, and hour.

If your Excel file uses different column headers, the upload wizard provides a column remapping step before confirming the import.

JSON Upload

Upload a .json file containing a root-level array of BookingType objects (see example above). All field names and formats follow the same rules as the API response format.

Tags & Filtering

Tags are the primary mechanism for organizing bookings beyond date and time. Each tag is a { label, value } pair attached to a booking. In the booking board view, all unique tag labels across visible bookings become available filter axes — letting you split the board by gender, location, session type, or any dimension your workflow requires.

How Tags Create Columns

When the booking board renders, it collects all distinct tag labels across the visible bookings. Selecting a label as the active filter splits the board into one column per unique value for that label. Bookings that don't carry the selected label appear in an Untagged column.

Example: if some bookings have { "label": "gender", "value": "male" } and others have { "label": "gender", "value": "female" }, activating the gender filter produces two columns: Male and Female.

Common Tag Patterns

Planning Sort

In addition to tag-based column splitting, the booking board always supports a Planning view — which groups bookings chronologically within the current day, independent of any tag filter. This is the default view when no tag filter is active.

Athlete Matching

When a booking arrives without an explicit athleteId, Coachbase attempts to link it to an existing athlete profile using the following logic, in priority order:

1. Email match — exact match on email against athlete profiles
2. Name match — fuzzy match on athleteName against athlete.name
3. No match — booking appears as unlinked; the coach can manually link it from the booking board

Once a booking is linked to an athlete, the coach can open the athlete's profile, view their active program, and navigate directly to the next scheduled training session — all from the booking card.

Sync & Deduplication

For API connections, Coachbase polls the configured endpoint at a regular interval (configurable in Team Settings, default: every 15 minutes). The id field is used for deduplication — a booking with the same ID will not be duplicated even if it appears in multiple consecutive poll responses.

If a booking's details change between polls (e.g. the time is rescheduled in the external system), the existing record in Coachbase is updated automatically. Manually assigned athlete links are preserved across updates.