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Appointment Types & Scheduling

Define appointment services your staff can offer, configure scheduling rules, and manage staff availability for one-on-one sessions.

Overview​

The appointment system has three main components:

  1. Appointment Types - Define services offered (Personal Training, Consultation, etc.)
  2. Staff Schedules - Each staff member's available time slots
  3. Reservations - Booked appointment instances

Appointment Types​

Appointment types define the services your staff can offer.

Creating an Appointment Type​

Location: Appointments → Appointment Types → Add Appointment Type

Click Add Appointment Type and configure:

Basic Information​

  • Name — Service name (unique) (e.g., "Personal Training Session")
  • Color — Calendar display color (e.g., #3498DB)
  • Duration (minutes) — Session length in minutes (e.g., 60)
  • Description — What the service includes (e.g., "One-on-one training session...")
  • Image — Cover photo for the service (e.g., Upload JPG/PNG)

Create a personal training appointment type with duration and pricing

Drop-In Settings​

Allow members without membership to pay per session:

  • Allow drop-ins — Enable pay-per-session option
  • Drop in price — Price for non-members

When drop-ins are enabled:

  • Members without membership can book
  • They pay the drop-in fee at booking
  • Great for trial sessions or walk-ins
note

Drop-in price must be set if drop-ins are allowed. Free drop-ins are not permitted.

Scheduling Settings​

Control how appointments are booked:

Minimum Booking Notice​

How far in advance members must book:

  • At start time — Book until session begins
  • 15 minutes - 4 weeks before — Minimum notice required

Example: Set to "24 hours before" to give staff time to prepare.

Buffer Times​

Add padding between appointments:

  • Buffer Before Appointment — Time blocked before appointment
  • Buffer After Appointment — Time blocked after appointment

Buffer options: No buffer, 5, 10, 15, 30, 45, or 60 minutes

Use buffers for:

  • Setup/cleanup time
  • Travel between locations
  • Preventing back-to-back bookings

Time Slot Granularity​

How appointment start times are spaced:

  • 5 minutes — 9:00, 9:05, 9:10...
  • 15 minutes — 9:00, 9:15, 9:30...
  • 30 minutes — 9:00, 9:30, 10:00...
  • 60 minutes — 9:00, 10:00, 11:00...

Smaller granularity = more booking options but more complex scheduling.

Late Cancellation​

Define the cutoff for penalty-free cancellations:

  • At start time — Cancel anytime without penalty
  • 15 minutes - 4 weeks before — Cancellations after this are "late"

Late cancellations may count against usage depending on membership plan settings.

Assigning Staff​

Link staff schedules to this appointment type:

  1. Click Add Instructor
  2. Select a staff member
  3. Their schedule becomes available for this type

Multiple staff: Add as many staff members as offer this service.

Schedule warnings: If a staff member has no time slots configured, a warning appears prompting you to set up their availability.

Assign gym trainers to an appointment type

Staff Schedules & Availability​

Each staff member has a schedule defining when they're available for appointments.

Accessing Staff Schedules​

Location: Staff → [Staff Member] → Availability Tab

Or from the appointment type configuration.

Regular Schedule​

Set recurring weekly availability:

  1. Select the Day of Week (Monday-Sunday)
  2. Add Time Slots:
    • Start Time
    • End Time
  3. Repeat for each day they work

Example Schedule:

  • Monday: 9:00 AM - 5:00 PM
  • Wednesday: 9:00 AM - 5:00 PM
  • Friday: 9:00 AM - 1:00 PM

Staff regular weekly availability schedule with time slots

Custom Availability​

Override regular schedules for specific dates:

  1. Go to Custom Availability
  2. Select a Date
  3. Choose:
    • Unavailable: Block the entire day
    • Custom Hours: Set specific time slots

Use for:

  • Holidays
  • Vacation days
  • Training days
  • Special hours

Custom availability override for a specific date

How Availability Works​

When members book:

  1. System checks the appointment type's linked staff
  2. For each staff, checks:
    • Custom availability for the date (takes priority)
    • Regular weekly schedule
  3. Applies buffer times and existing bookings
  4. Shows available slots

Membership & Pricing​

Membership-Based Booking​

Members with active memberships can book if:

  • Plan allows "All appointment types" OR
  • Plan specifically includes this appointment type
  • Has available usage (if limited)
  • Membership isn't frozen

Drop-In Payments​

For members without membership:

  1. Enable "Allow Drop-ins" on appointment type
  2. Set drop-in price
  3. Member pays at booking via Stripe
  4. Invoice created automatically

Usage Tracking​

Appointment attendance counts toward:

  • Membership usage limits (if configured)
  • Punchcard credits (if punchcard plan)

Troubleshooting​

"No available time slots"​

Check:

  • Staff schedules have time slots configured
  • Staff is linked to appointment type
  • Date isn't marked as unavailable
  • Existing bookings aren't filling all slots

"Cannot delete appointment type"​

Reservations exist for this type. Options:

  • Archive the appointment type instead
  • Cancel all associated reservations first

Staff Schedule Not Showing​

Ensure:

  • Staff schedule is linked to appointment type
  • Time slots are configured in the schedule
  • No custom unavailability blocking the date
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