Make it simple and easy for customers to book and pay for one to one sessions.
Package
This feature is available on the Complete package.
Why use this feature?
Giving your customers the ability to book appointments based on your availability makes the process more convenient for them and saves you time on admin.
This feature is ideal for:
One-to-one sessions or appointments
Personal training (PT) sessions
Inductions
Reassessments
Coaching sessions
Before you get started
You must make sure your club’s opening times are set up first.
To do this, go to Settings → Club Info → Club Access, then enter your opening hours.
If you’re a 24-hour club, set your opening time as 00:00 and your closing time as 00:59.
Set Appointment Types
Step 1 - Go to Settings and Select Appointment types
Step 2 – The Appointment Types section will show a list of any appointment types you’ve already created.
Step 3 – Click the green Add New Appointment Type button to create a new one.
Step 4 – Enter a name for your new appointment.
Step 5 – Click the Add & Edit button to continue.
Step 6 – Add a description for the appointment. This is what customers will see when booking.
Step 7 – Set the duration of the session in minutes.
Step 8 – Choose a cooldown period. This is the gap between appointments to prevent back-to-back bookings and give yourself time between sessions.
Step 9 – Upload an image that customers will see when selecting this appointment.
How to set up the rules for an Appointment Type
Staff Allocation – Choose which members of staff can run this session. This ensures that only qualified or skilled team members are assigned to deliver the appointment.
Membership Plan Access – Select which membership plans include access to this appointment type. Only members on these plans will be able to book it.
Product Access – Create a product with a credit (just like for classes) if you want to allow bookings where the appointment isn’t included in a membership. This makes it possible to pay per appointment.
Resources – Use this if the appointment requires specific equipment, like a spin bike. You can assign the resource to the session, and even pre-allocate it for multiple appointments.
Set Up Staff Working Schedules
This section allows you to set when your staff are available to be booked for appointments. You can do this for any team member you want to make available.
Step 1 – Go to Settings → Staff
Step 2 – Select the staff member you want to set up
Step 3 – Click on the Appointments tab
Step 4 – Choose a colour to help easily identify the staff member on the calendar
Step 5 – Set their availability by selecting the days and times they can be booked for appointments
Share an Individual Staff Member's Availability
Each staff member has a unique booking link that shows their personal diary availability. You can share this link on your website, social media, or in direct messages—making it easy for customers to see when that staff member can be booked.
To share a staff member’s availability, simply copy and share their unique calendar link.
Common Booking Issues and How to Fix Them
Issue: A booking fails, even though the staff member is marked as on duty in the Rota tab.
Solution: Availability must also be set up in the Appointments tab. The rota alone does not allow bookings.
Issue: Only some time slots are showing as available.
Solution: Double-check the staff member’s working hours are fully set in the Appointments tab. Incomplete or missing availability in this tab can prevent bookings.
Summary
Staff have been set up and linked to specific appointment types.
Each staff member is qualified to deliver the appointments they’re assigned to.
Appointments can be booked either through a membership plan or by purchasing a single session product.
You can share a staff member’s personal booking link to show their individual availability.
Resources, such as equipment, can be assigned to appointments when needed.
Staff availability must be properly configured in the Appointments tab—this is essential to avoid booking issues.
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