Setting Up Appointments

Setting Up Appointments

The Appointments system lets members book 1-on-1 or small-group sessions with your staff — personal training, consultations, physiotherapy, or any service your gym offers.

Setup Flow (4 Steps)

1. Step 1: Create Staff Roles
   • Go to Appointments → Staff Roles.
   • Click + New Role (e.g. "Personal Trainer", "Physiotherapist", "Nutritionist").
   • Add a description. You can create custom roles beyond the defaults.
2. Step 2: Create Services
   • Go to Appointments → Services.
   • Click + New Service.
   • Configure: Name, Duration (minutes), Price, Capacity (1 for 1-on-1, more for small groups), Buffer time between bookings, Staff role (which role can deliver this service), VAT applicable toggle.
   • Optionally set Terms HTML — terms members must agree to before booking.
   • Configure auto-charge rules for late cancellations and no-shows.
3. Step 3: Assign Staff to Services
   • Go to Appointments → Staff.
   • Link staff members to the services they can deliver.
   • Optionally set custom pricing or duration per staff member (overrides the service defaults).
4. Step 4: Set Staff Availability
   • Each staff member configures their availability windows.
   • Recurring availability — Set weekly windows (e.g. Mon–Fri, 9am–5pm).
   • Blocked dates — Block specific dates or time slots (e.g. holidays).
   • Staff can self-manage their availability if the setting is enabled.

Appointment Settings (Global)

• Booking Window — How far in advance members can book (e.g. 30 days).
• Allow Member Cancel — Let members cancel their own bookings.
• Allow Member Reschedule — Let members move their booking to a different time.
• Late Cancel Hours — Default window for late cancellation charges.
• Auto-charge Late Cancel — Automatically charge members for late cancellations.
• Auto-charge No-show — Automatically charge for missed appointments.
• Require Payment Upfront — Members must pay when booking rather than at the appointment.
• Staff Self-manage Availability — Allow staff to edit their own availability.

Managing Appointments

From the Appointments dashboard, view all upcoming, past, and cancelled appointments. Click on any appointment to see details, mark attendance, add notes, process payment, or cancel. Cancellation reasons are logged for reporting.