Trainer Resources

Welcome, esteemed trainers! This page is your one-stop shop to find everything you need to train with confidence.

Availability

Important Dates

20th - You will be emailed the second upcoming month’s Training Availability Form.

3rd - The upcoming month’s Training Availability Form is due.

10th - Your lessons will be released for booking!

  • That's okay! Fill out the Training Availability Form when you can, and we will do our best to get you on the schedule when you do.

  • We do our best to make sure everyone gets a fair share of hours each month.

    Gym availability is a major factor, as availability varies from gym to gym. Sundays typically have limited availability, as most of our gyms are at churches.

    We schedule you as many hours as we can, with the following limits:
    - Maximum of 3 hours per day to protect your energy reserves.
    - Back-to-back so you don't have to commute twice in one day.

    If you would like us to schedule you differently (no more than 2 days a week, no less than 2 hours at a time, maximum of 5 hours in a row, etc.), simply indicate so when you fill out your Training Availability Form.

  • We send out a newsletter announcing the release of private lessons to everyone on our mailing list as early as the 10th of each month. If you'd like, you can sign up for our mailing list here.

  • Simply go to your trainer page to see which lessons you have on offer. You may use the Staff Directory to find your trainer page.

  • That's okay! If a lot has changed, fill out the Training Availability Form(s) again, with only your name and the days that you'd like to update.

    If very little has changed, or if the change is urgent, you can email Tony at scheduling@thevolleyballinstitute.com.

Bookings

Email Notifications

You should receive email notifications from no-reply@acuityscheduling.com when a client has booked with you.

- Check your spam folder just in case they’re filtered there.
- Make sure you don’t miss different bookings in one email thread.

Google Calendar Integration

Please use Google Calendar to confirm lessons!

You should have received the link to a calendar called ‘TVI - [Your Name]’. Our system automatically updates your calendar with new bookings and cancellations.

  • Of course! Reach out to scheduling@thevolleyballinstitute.com, and we'll be happy to change your email address.

  • You may still need to add the calendar - reach out to scheduling@thevolleyballinstitute.com and we'll be happy to share it with you!


    If you've added it, you may need to sync your calendar:

    1. Click the three-lines symbol in the top-left corner of the Google Calendar app.

    2. Scroll down and click 'Settings'.

    3. Below your personal calendar(s), click 'Show more'.

    4. Click the 'TVI - [Your Name]' calendar that appears.

    5. Toggle 'Sync' on.

    You should now see the calendar among your personal calendar(s) in the app.

  • The way our system currently works, your calendar will create a separate 'event' for each attendee in a group training session.

  • If you're in communication with a family and you both agree on a date/time and place, simply let us know at scheduling@thevolleyballinstitute.com, and we'll be happy to book it on our end once we confirm that the facility is available for the lesson.

    If the facility is not available at the requested date and time, we'll do our best to give you alternatives.

Cancellations

When the Family Cancels

Lessons cancelled with more than 24 hours notice are automatically refunded. The trainer is not compensated.

Lessons cancelled with less than 24 hours notice are not eligible for reschedule or refund. The trainer is always compensated.

Lessons cancelled with less than 24 hours notice due to sickness/injury are only refunded the overhead costs, so that the trainer is still compensated.

When You Need to Cancel

Last-Minute Lesson Adjustment Form - Please use this form to report any last-minute lesson changes to TVI's finance and scheduling teams. We may not respond immediately, but we will ensure that payments reflect what actually happened.

Otherwise reach out to scheduling@thevolleyballinstitute.com. We'll either reschedule or cancel & refund the lesson.

  • When a lesson is cancelled, you should receive an email notification from no-reply@acuityscheduling.com. You also won't see the lesson anymore on your Google Calendar.

    If we process a cancellation with less than 24 hours notice, we will text you to let you know it's been cancelled and whether or not you will be paid for it.

Facilities & Equipment

Quick Links:

Facility Guides

Please report any issues to Chris Marsik at chris@thevolleyballinstitute.com

Net Teardown

Wheaton - you do not have to take the net down
All other facilities - you do have to take the net down (unless immediately followed by another trainer’s lessons or otherwise instructed)

Links to Bookmark

Trainer Page - thevolleyballinstitute.com/firstname-lastname
(or look in our Staff Directory)

Google Calendar - calendar.google.com

Trainer Resources (this page) - thevolleyballinstitute.com/trainer-resources

Facility Guides - thevolleyballinstitute.com/facilityguides

Last-Minute Adjustment Form - https://forms.gle/hFaDmrHbqcMnq69w6

Other Questions

  • Fill out our Trainer Bio Form and let the Scheduling team know! We will update your trainer page accordingly.