> For the complete documentation index, see [llms.txt](https://btwb.gitbook.io/btwb/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://btwb.gitbook.io/btwb/admin/scheduling/appointments.md). # Appointments This article shows gym owners how to set up appointment types, book appointments for clients, and configure the booking rules — including the self-booking page clients can use themselves. ### Overview **Gym → Appointments** is the calendar for one-on-one and small-group sessions: personal training, nutrition consults, assessments. Three pieces work together: * **Appointment Types** — the services you offer (name, color, default length). * **Coach availability** — when each coach can be booked, and for which types (set per coach from **Appointment Settings → Manage Coach Availability**, or **Edit Availability** on **Staff** in the organization menu). * **Appointment Settings** — the org-wide booking rules. Clients book themselves through the **Self Booking Link** (top-right — copy it and share it or link to it from your site), or staff book for them right on this calendar. ![Creating an appointment type and booking a session](https://283006627-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FZrefv5JliAQavbeRiIvd%2Fuploads%2Fgit-blob-41fc0f8bc187748fa893d72eea059b6f3818700d%2Fappointments.gif?alt=media) *** ### Step-by-Step: Setting Up a Service #### 1. **Create an Appointment Type** * Click **Manage Appointment Types → Add Appointment Type**. * Set the **name** (e.g. "Personal Training"), a **color** (the Calendar Preview shows upcoming vs past styling), and the default **length**. * Under **Membership Plans → Appointment Type included in**, tick the plans that should include it — the fastest way to give plans access. The list shows your active plans that already include appointments. * Save — the type is immediately bookable by staff. #### 2. **Set Coach Availability** (for self-booking) * Open **Appointment Settings → Manage Coach Availability** and pick a coach (or use **Edit Availability** on the Staff page). For each coach, set: * **Appointment Types** — the types this coach allows for self booking. A type a coach hasn't ticked never shows for them on the booking page. * **General Availability** — their weekly bookable hours. * **Adjusted Availability** — date-specific exceptions (e.g. a holiday off). * Client self-booking only offers times inside a coach's availability — staff bookings aren't limited by it. *** ### Step-by-Step: Booking a Client #### 1. **Open the Booking Form** * Click **Book Appointment** (or click a time slot on the calendar — the date and time pre-fill). #### 2. **Fill In the Details** * **Location** (multi-location gyms), **Type**, **Begins on**, and start/end **Time** — the end time follows the type's default length. * **Repeat** — toggle on for a recurring appointment (weekly pattern, like class schedules). * **Coach** — search and select (optional). Assigning a coach blocks that time from the coach's self-booking availability and emails them the booking. * **Client** — search and select under **Add Client**; add more than one for a small-group session. The picker shows each client's appointment-credit situation: clients whose plan includes appointments show their remaining credits; others show **No Membership**. You can book anyway — the session is tracked as unpaid — or use **Add Credit**, which opens a checkout to sell the client a plan that includes appointment credits. #### 3. **Book** * The appointment appears on the calendar with the client's name. Clicking it later opens the management panel: check in, add clients, change the coach, cancel (early vs late, like classes) or remove it, restore a canceled appointment, and move it to a new time (upcoming appointments with no credit applied yet; moving one date of a recurring appointment makes it a separate single appointment). * Each client's credit tag gives you **Apply Credit**, **Undo Applied Credit**, or **Add Credit**. Checking a client in applies a credit automatically if they have one. * There's no manual no-show: anyone not checked in when the appointment ends is marked **No Show** automatically, and your no-show policy applies. *** ### Appointment Settings Click **Appointment Settings** for the org-wide rules (mirroring [Class Settings](/btwb/admin/scheduling/class-schedules/class-settings.md)): * **Enable Self Booking** — the master switch for the client-facing booking page. * **Booking Opens / Closes** — how far ahead and how late clients can book (defaults: 30 days / 30 minutes). * **Appointments Can Start Every** — the slot grid clients pick from (default: every 30 minutes). * **Buffer Between Appointments** — automatic gap before and after each session on a coach's calendar (default: 30 minutes). * **Max Bookings per Coach per Day** — a coach stops appearing in self-booking once they hit the cap (default: 5). * **Self Booking Schedule → Manage Coach Availability** — the per-coach setup from step 2 above. * **Self check-in window** and **Late Cancel / No Show policies** with credit and fee consequences — the same controls as classes. A late-cancel fee is charged **1 hour after** the late cancel; a no-show fee **28 hours after the appointment ends**. Unlike classes, turning the No Show policy off means no-shows don't use a credit. *** ### Notes for Admins and Coaches * Membership plans grant appointment access via **Include Appointments?** — pick the **Included Appointment Types** and **Included Locations**, and optionally **Limit Appointment Credits?** per period (see [Membership Plans](/btwb/admin/memberships-and-billing/membership-plans.md)). For personal-training packs, use a Punchcard/Drop-In or Paid In Full plan with class attendance off and appointments on; for classes plus sessions, turn both on in a Recurring plan. * When self-booking, a client picks a location, type, and coach (or **All Coaches**), then a date and an open time. They need an available appointment credit, which is applied when they book; anyone without one can buy a plan that includes this type right in the flow, and new clients enter their details there too. * Staff bookings bypass the booking windows, slot grid, coach caps, and availability — those rules exist to shape *client* self-booking. * Booked, canceled, and no-show appointments all land in the [Attendance log](/btwb/admin/scheduling/the-attendance-log.md) on the Appointments tab. Single bookings email the client and the assigned coach; recurring bookings send **no** booking email. * Manage Appointment Types is also where you rename types or turn them inactive. A type that still has upcoming or recurring appointments can't be turned off, and turning one off removes it from every plan. *** ### Video Walkthrough {% embed url="" %} {% embed url="" %} --- # Agent Instructions This documentation is published with GitBook. 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