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Booking & Managing Gym Appointments

Book, reschedule, and manage one-on-one appointments.

Book appointments for members, manage existing reservations, handle cancellations and no-shows, and view appointment notifications.

Booking Appointments​

Staff Booking (Admin)​

Location: Appointments → Book an appointment

Staff can book appointments for members. You can also click an empty time slot on the calendar to start booking with the date and time pre-filled.

  1. Click Book an appointment (or click an empty calendar slot)
  2. Select the Appointment Type
  3. Choose the Staff Member (from linked schedules)
  4. Select Date and Time Slot
  5. Search and select the Member
  6. Choose their Membership (if multiple)
  7. Confirm booking

Book a personal training appointment - select member, trainer, and time

Booking Validation​

The system validates:

  • Staff is available at selected time
  • No conflicting bookings
  • Member has valid membership (or pays drop-in)
  • Membership allows this appointment type
  • Booking is within minimum notice period

Managing Appointments​

Appointments List​

Location: Appointments → Appointments

View all scheduled appointments:

  • Start time — Scheduled date and time
  • Staff — Assigned staff member
  • Member — Client name
  • Appointment type — Service name with color indicator
  • Reserved at — When the appointment was booked
  • Status — Current appointment status
  • Actions — Check in, edit, or cancel

Appointments list with scheduled sessions, staff, and status

Filtering Appointments​

Filter by:

  • Date range
  • Appointment type
  • Staff member
  • Member
  • Status

Appointment Actions​

Available actions depend on the appointment status:

  • Check in — Mark member as attended (when check-in window is open)
  • Edit — Change staff, date, or time
  • Cancel — Cancel the appointment

Appointment actions dropdown with check in, edit, and cancel options

Marking a No-Show as Present​

If a member attended but wasn't checked in, the appointment marks them No-Show once its time passes. Staff can correct this afterwards:

  1. Open the actions menu on the appointment — Mark as present appears only while the status is No-Show
  2. Click Mark as present

The appointment is recorded as attended and counts as usage. There's no time limit, and members can't back-date their own appointments — it's a staff-only correction.

Appointment Statuses​

  • Reserved — Confirmed reservation (no usage impact yet)
  • Can Check In — Check-in window is open
  • Checked In — Member attended (counts as usage)
  • No-Show — Member didn't attend
  • Cancelled — Appointment was cancelled

Late Cancellations​

If cancelled after the late cancel cutoff:

  • May still count against membership usage
  • Depends on membership plan's "Ignore No-Shows" setting

Calendar Integration​

Appointments appear on the main calendar:

Location: Calendar

  • Displayed in appointment type's color
  • Shows staff name and time
  • Click to view details or manage

Appointments displayed on the gym calendar with color coding

Staff Calendar View​

Filter calendar by staff to see individual schedules:

  • Their appointments
  • Available slots
  • Blocked time

Notifications​

Booking Confirmations​

When an appointment is booked:

  • Member receives confirmation email
  • Staff receives notification

Cancellation Notices​

When cancelled:

  • Member receives cancellation confirmation
  • Staff is notified
  • Slot becomes available again

Best Practices​

Booking Policies​

  • Set minimum booking notice for planning
  • Define clear late cancellation policies
  • Communicate policies to members

Managing No-Shows​

  • Track no-show patterns
  • Consider charging for repeated no-shows
  • Send reminder notifications

Troubleshooting​

Member Can't Book Appointment​

Verify:

  • Membership allows this appointment type
  • Has available usage
  • Within minimum booking notice window
  • Membership isn't frozen
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