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

Cancellation Policy for Clients

Lessons cancelled with more than 24 hours notice are automatically fully refunded.

Lessons cancelled with less than 24 hours notice are not eligible for reschedule or refund. This policy is in place to protect our trainers, as last-minute cancellations make it difficult for our trainers to rebook their time slot. We do make an exception for sickness/injury/similar emergencies.

What this Means for Trainers

Trainers get paid for a cancelled lesson when the client pays for a cancelled lesson.

Client cancels 25 hours in advance? Full refund. Trainer will not be paid.

Athlete wakes up with a fever? Full refund. Trainer will not be paid.

Client cancels 23 hours in advance? No refund. Trainer will be paid.

  • If you need to cancel a lesson, reach out to scheduling@thevolleyballinstitute.com. We'll cancel and refund the lesson, and reach out to the client to apologize for the inconvenience and give them alternatives.

  • 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

Net Teardown

Wheaton - you do not have to take the net down (unless otherwise instructed)
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

Damaged Equipment Form - https://forms.gle/fi8ULvsErQTxyk2o8

Other Questions

  • Fill out our Trainer Bio Form and our Director of External Relations Desiree Cortez will update your trainer page accordingly.

  • That's wonderful! Our Mini-Groups are trainer-led groups of 2-6 athletes that happen on a weekly basis.

    Reach out to us at scheduling@thevolleyballinstitute.com, and we'll be happy to explore some options with you.