When an athlete misses a scheduled session, a structured approach is crucial. Here’s how to handle the situation professionally:

Confirm and Contact:

First, verify the appointment details to rule out any scheduling errors. Then, promptly attempt to contact the athlete or parent using the provided contact information. A quick message can often clarify if there was a misunderstanding or an unexpected issue. Document all attempts to contact them, noting the date, time, and method.

Record and Review Policies:

Accurately record the no-show in your records. This documentation is essential for your own tracking and any potential policy-related actions. Familiarize yourself with your organization’s or the platform’s cancellation and no-show policies. Understand the protocols for these situations, including any applicable fees or penalties, and ensure you adhere to them consistently.

Follow Up and Reschedule:

Consider sending a follow-up communication to the athlete or parent, expressing your concern and reiterating the importance of notifying you about schedule changes. If appropriate, offer to reschedule the session, but also reinforce the need to respect scheduling commitments. This helps maintain a professional relationship while ensuring future sessions are properly managed.

To learn more about the cancellation policies, visit this article: What are the coach cancellation policies?

To learn more about how to contact the athlete/parent, visit this article: How do I contact a client?