Appointment types let members book one-to-one sessions such as personal training, inductions, reassessments, and coaching. Unlike a class, which runs at a fixed time on the timetable, an appointment is booked against a staff member's availability, so members choose a slot that suits them. This article covers how to create an appointment type, set who can run it, and make it bookable.
Before you start: staff appointment availability
Appointments are booked against your staff members' availability, so a staff member needs their availability set before they can be booked. You set this on the staff member's profile under Contacts > Staff: open their profile, click the three-dot menu at the top right, select Staff settings, then open the Appointments tab.
On the Appointments tab you can set:
Diary colour: the colour used to show this staff member's bookings in the diary.
Appointment availability: the days and times this staff member can take appointments. Use the day dropdown and the start and end time fields to add a slot, Add new time to add more, and the bin icon to remove one. Click Save appointment settings when done.
⚠️ Note: if you leave Appointment availability empty, the staff member's appointment times fall back to their Working Hours (set on the Working Hours tab). If a staff member shows no slots, or only some slots, check their Appointment availability first, then their Working Hours.
Create an appointment type
Go to Settings > Your Offerings > Appointment Types. This lists your current appointment types, split into Active and Archived. Click + New Appointment Type.
Enter a name in the Setup new appointment type box, for example 121 PT Session.
Choose how to continue: Save & Add Another to create another straight away, Save & Edit to open the full editor now, or Save & Close to finish later.
Choose Save & Edit to set up the rest. The editor is split into sections, shown down the left under This Appointment Type. Work through each one, then click Save Changes.
What is this appointment?
Set the name, duration and rules:
Name is what members see when booking, such as 121 PT Session.
Description explains what the session involves. It is shown to members when they book. Optional.
Duration sets how long the session lasts, in minutes.
Cool Down Period sets a gap after the session, in minutes, before the staff member can be booked again. Use this to avoid back-to-back bookings and give time between sessions.
Age Restriction is either All Ages or Age Restricted. Choose Age Restricted to limit bookings to a set age range, useful for under-18 inductions or supervised sessions. See the section below for detail.
Image displays alongside the appointment for members. Optional.
Who runs it?
Select which staff members can deliver this appointment type. Only the staff you select here will be offered to members booking this appointment, so this keeps sessions with suitably qualified team members. A member booking will only see staff who can run the appointment and who have availability set.
What resources are needed?
Allocate any equipment the appointment needs, such as a bike or a court. Only resources you have already set up will appear here. If you have not set up any resources, this section will be empty.
Who can access it?
Decide who can book the appointment and how it is paid for:
Membership Plans are the plans whose members can book this appointment type. Members on a linked plan can book without paying separately.
Credit Packs are the packs members can use to pay for a booking. Use these to allow paid bookings where the appointment is not included in a plan.
⚠️ Note: If no plans or packs are linked, the appointment is staff-only and members cannot book it themselves. The editor shows a "Staff-only booking" warning when this is the case.
When each section is set, click Save Changes.
Restrict an appointment by age
Age restrictions stop members outside a set age range from booking an appointment. To set one, open the appointment type, and in What is this appointment? choose Age Restricted, then set the minimum and maximum age. Click Save Changes.
For example, a club requiring 14 to 17 year olds to complete a youth induction can set that age range, so a 15 year old can book but a 13 year old cannot. A member outside the range sees a notification when they try to book.
⚠️ Note: ClubRight cannot verify a member's date of birth. It is the club's responsibility to confirm the age information provided at registration, if this matters for the appointment.
How members book an appointment
Once an appointment type is set up and linked to a plan or pack, members can book it themselves in the Member App. They can start either by choosing the appointment type and then a staff member, or by choosing a staff member and then seeing that person's available times. The app only shows staff who can run the appointment and who are free.
When the member confirms, ClubRight checks whether their plan includes the appointment. If it does, the booking completes. If it does not, the member is prompted to pay by card before the booking is confirmed.
Book an appointment for a member in club
Staff can also book appointments from the diary:
Open the diary from the calendar icon in the left menu and select the Appointments view.
Choose the time slot where the appointment will take place.
Select the staff member, then the appointment type.
Choose from the available times. ClubRight shows only the times that staff member is free.
Assign a room if needed, and add any notes for the staff member.
Confirm the booking.
⚠️ Note: If the appointment is not included in the member's plan, you will be prompted to take payment through the till as usual.
Have more questions about setting up appointments? Click the orange chat button at the bottom of your screen to speak to our team.
Related help articles