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.
Can a staff member be booked for two sessions at the same time?
No. Once a staff member has an appointment booked, ClubRight won't offer them for another appointment that overlaps it, whatever the appointment type, so they can't be double booked. Any Cool Down Period after the first appointment is blocked out too, for every appointment type. Appointment times also aren't offered while the staff member is down to teach a class, even if nobody has booked the class yet.
This means one instructor can run two kinds of session in the same time slots, such as a 1-hour intro session for non-members and a 30-minute onboarding session for members, in the same room. When one is booked, that time slot becomes unbookable for the other. To set this up:
Go to Settings > Your Offerings > Appointment Types and create an appointment type for each session, each with its own Duration.
In Who runs it?, select the same staff member for both.
In Who can access it?, link your membership plans to the onboarding session. For the intro session, link a £0.00 credit pack that non-members can buy. See Can a non-member book a free appointment? below.
Click Save Changes on each appointment type.
⚠️ Note: If a staff member teaches a class every hour of the day, they won't be offered for appointments at any of those times, so members won't see appointment slots with them in those hours.
Can two classes with the same instructor be booked at the same time?
Yes. ClubRight doesn't check the instructor when members book classes, and doesn't warn you when you schedule two classes with the same staff member at the same time, so both can be booked. To stop that, put both classes in the same room with a Max Capacity of 1. See "If two classes are in the same room, does booking one make the other full?" in Setting up resources (rooms, equipment). If one instructor runs both sessions, setting them up as appointment types, as above, is the simpler option.
What resources are needed?
Allocate any rooms or equipment the appointment needs, such as a treatment room, 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. To stop a shared room being double booked, see "Can a room be booked with an appointment so no one else gets that time?" in Setting up resources (rooms, equipment).
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. They're also how non-members book, including free sessions with a £0.00 pack. See Can a non-member book a free appointment? below.
⚠️ 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.
Can a non-member book a free appointment?
Yes. A non-member can book an appointment through a credit pack linked to the appointment type, as long as non-members can buy the pack. For a free session, such as a free intro session, price the pack at £0.00. The pack must give at least 1 credit. A pack set to 0 credits isn't offered at checkout, even at £0.00. Linking a membership plan doesn't help here, because a non-member doesn't have one.
Set up a free appointment that non-members can book
Go to Settings > Your Offerings > Products and click New Product. Enter a name such as Free Intro Session, set Product Type to Credits, then click Save & Edit.
Leave Price at £0.00 and set Credits to 1. One credit is used per booking.
Under Who can buy it?, set Available to purchase for to Non-Members and Members, or Non-Members only.
Under Which appointments apply?, tick your appointment type, then click Save Changes. The pack now shows under Credit Packs in the appointment type's Who can access it?.
Make sure the appointment type has staff selected under Who runs it?, and that they have appointment availability set.
What does a non-member see when they book?
They click Book on your timetable and are asked to log in or create an account. A non-member can't book an appointment without one.
They choose the appointment and a time. The booking goes into their basket.
In the basket, they add your free credit pack, which shows at £0.00, then click Complete Order.
Depending on how your Member Area is set up, they may be asked to confirm their details and complete your health questionnaire (ParQ) 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.
Click the time slot where the appointment will take place, or click Book Appointment.
Select the staff member, then the appointment type, then search for and select the member.
Choose a time. The panel on the right shows the staff member's day, with times they are not available greyed out. If you choose a time they cannot take, ClubRight shows a message telling you why.
If the appointment type uses a resource, such as a treatment room, choose it in the resource field. It shows your resource type name, for example Treatment Rooms, and starts as Unallocated. 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.
How do I book a PT session that repeats every week?
If you're booking a member into a block of PT sessions over numerous weeks, use the Repeat setting when you book the appointment. That books the whole block in one go, and lets you cancel all the future sessions in one go later if you need to.
Follow steps 1 to 4 of Book an appointment for a member in club above to choose the staff member, appointment type, member, date and time.
In Repeat, choose how often the session repeats: Daily, Weekly, Monthly or Yearly. It starts as Does not repeat.
Set Repeat every, for example 1 for every week or 2 for every other week.
For a weekly repeat, use Repeat on to choose the day or days of the week.
Under Ends, choose Never, After a set number of sessions (for example 10 for a block of 10 sessions), or On a date.
Check the summary, for example "Repeats every Monday at 12:00, for 4 sessions.", then click Reserve recurring slot.
⚠️ Note: Payment is taken per session, not up front for the whole block.
How do I cancel all the future sessions of a repeating appointment?
Open any session in the series and click Cancel recurring appointment. This deletes all the future bookings in the block in one go, so you don't have to remove them one by one. It's useful if a member was booked in by accident on a recurring schedule, or for the wrong block of sessions.
Open the diary from the calendar icon in the left menu and select the Appointments view.
Click any session in the series.
Click Cancel recurring appointment, next to Delete.
Click Yes, cancel all future.
ClubRight tells you how many future appointments were removed. When you cancel a repeating appointment:
every future session in the series is cancelled for that member, whichever session you opened
past sessions and today's session are left as they are
any credits used for the cancelled sessions are refunded
the member receives one email saying their recurring appointments have been cancelled.
There is no option to cancel only some of the future sessions. To remove particular dates, open each of those sessions and click Delete.
How do I tell if the sessions were booked with Repeat?
Open one of the sessions. If you see Cancel recurring appointment, the sessions were booked with Repeat and you can cancel the rest in one go. If you only see Delete, each session was booked as a separate appointment and has to be deleted on its own.
💡 Tip: Repeating appointments don't show a repeat icon in the diary like recurring classes do, so open a session to check.
What if the member is booked into a class every week?
If the member was added as a regular to a class, rather than booked into a repeating appointment, open the first session you want them taken off and click the bin icon next to their name in the Regulars column. Choose All future activities to take them off that session and every one after it, or This activity only to remove them from that session alone. Any credits they booked with are returned. Sessions before the one you opened aren't affected, and the member stays booked into those under Bookings. For more on regulars, see Adding and removing member bookings manually.
Can I stop appointments showing in my online shop?
Your online shop, the Online Shop tile in the member app, lists products, not appointment types. If members see PT sessions or other appointments in the shop tile, these are the credit packs members buy to pay for appointments, not the appointments themselves.
Take credit packs out of the online shop
You have two options:
To sell credit packs only when a member books, go to Settings > Your Web Presence > Member Area > Access & Registration and turn on Credits can only be bought alongside a booking. This takes every credit pack out of the online shop, not just the ones for appointments.
To stop selling one pack online at all, open it in Settings > Your Offerings > Products, set Available to purchase for to Till only and click Save Changes. You can then only sell it at the till.
Can I hide appointments from the booking page?
No. Appointment types show on the members' booking page alongside your classes, and there is no setting to hide appointments there. Members can open Filters on the booking page, deselect the appointment types under Appointments and click Apply Filters to see only classes.
Have more questions about setting up appointments? Click the chat button at the bottom of your screen to speak to our team.