Scheduling, Rescheduling, and Cancellations
THE L.I.F.E. COACH FOUNDATIONS USA
Scheduling Policy and Procedures
1. SESSION TYPES AND DURATION
Regular Sessions
- Initial Consultation: 90 minutes
- Standard Coaching Sessions: 60 minutes
- Quick Check-ins: 30 minutes
- Group Coaching Sessions: 120 minutes
2. SCHEDULING PROCEDURES
Booking Sessions
- All sessions must be scheduled through our online booking system
- Appointments can be made up to 60 days in advance
- Minimum 24-hour notice required for booking new sessions
- Emergency sessions subject to coach availability and an additional fee of $200, that is payable prior to the start of your next scheduled session. Failure to pay any outstanding balances will result in suspension of coaching services, and any payments made in advance will not be refunded.
Session Confirmation
- Automatic email confirmation sent upon booking
- Reminder sent 48 hours before appointment
- Second reminder sent 2 hours before appointment
- Clients must confirm attendance via email or text within 24 hours of booking
3. CANCELLATION AND RESCHEDULING
Standard Cancellation Policy
- 48+ hours notice: Full refund or session credit
- 24-48 hours notice: 50% charge or session credit
- Less than 24 hours: Full charge
- No-show: Full charge and written warning
Rescheduling Guidelines
- Maximum 2 reschedules per month allowed
- Rescheduling must be done at least 24 hours in advance
- Third reschedule in a month incurs $50 fee
- New appointment must be scheduled within same calendar month
4. LATE ARRIVAL POLICY
- 0-10 minutes late: Session ends at original scheduled time
- 11-15 minutes late: Session ends at original time with $25 fee
- 15+ minutes late: Considered a no-show, full charge applies
- Consistent late arrivals may result in termination of coaching relationship
5. PAYMENT AND FEES
Payment Timeline
- Single sessions: Payment required at time of booking
- Packages: Must be paid in full before first session
- Monthly subscriptions: Charged on the 1st of each month
Additional Fees
- Late cancellation: Full session price
- Rescheduling fee (after 2nd change): $50
- Emergency session surcharge: +50% of regular rate
- Returned payment fee: $35
6. AVAILABILITY AND SCHEDULING WINDOWS
Regular Business Hours
- Monday-Thursday: 9:00 AM - 9:00 PM
- Friday: 9:00 AM - 9:00 PM
- Saturday: 9:00 AM - 9:00 PM
- Sunday: 9:00 AM - 9:00 PM
Premium Hours (Additional Fee Applies)
- Early morning (7:00 AM - 9:00 AM)
- Late evening (9:00 PM - 11:00 PM )
- Weekend extended hours
- Virtual sessions are available 24 hours a day due to time zone difference outside of USA
7. VIRTUAL SESSION PROTOCOLS
Platform Requirements
- Zoom or Microsoft Teams only
- Working camera and microphone required
- Stable internet connection (minimum 10 Mbps)
- Quiet, private location required
Technical Issues
- Client-side technical issues do not qualify for refund
- Coach-side technical issues result in full session credit
- Session rescheduled if technical issues exceed 15 minutes
8. EMERGENCY CONTACT PROCEDURES
- Emergency cancellations must be made by phone
- After-hours emergency number provided to active clients
- Medical emergencies require documentation for refund
- Crisis resources provided in welcome packet
9. HOLIDAYS AND TIME OFF
Holiday Schedule
- Major holidays: Closed
- Holiday weeks: Limited availability
- Holiday schedule published 60 days in advance
Coach Time Off
- Minimum 30 days notice for planned absences
- Emergency coverage coach provided when available
- Sessions automatically rescheduled or credited
10. TERMINATION OF SERVICES
- 30 days notice required for package cancellation
- Unused sessions refunded at prorated rate
- Administrative fee may apply to early termination
- Exit interview and feedback form requested
11. POLICY UPDATES AND CHANGES
- Policies subject to change with 30 days notice
- Changes announced via email and website
- Existing appointments honored under original policy
- Annual policy review in January