📝 Overview
The Appointments scheduling feature lets you and your staff set availability and manage schedules, so clients can check what's available and book their own one-on-one appointments. The first step is creating your Appointment Types, which is what this guide covers. We'll also look at how to edit, archive, and reorder existing Appointment Types.
💡 Already created your Appointment Types and looking to book a session for a client? See scheduling an appointment for a client here.
🎥 Video Tutorial
You can watch a video on how to set up an appointment type here.
➕ Creating a new Appointment Type
You can create an Appointment Type from your dashboard.
Head to Classes/Appointments ➜ Appointment Types, then click Create an Appointment Type.
The create form is split into three sections. Appointment Details, Memberships & Pricing, and Instructors & Schedules, and you can save one section at a time, so you can start an Appointment Type and finish it later.
Anything incomplete is saved as a draft that's only visible on the business side.
Click the arrow to learn more about completing the three sections of the form
Click the arrow to learn more about completing the three sections of the form
🔵 Appointment Details
Click the arrow to learn more about the Appointment Details section
Click the arrow to learn more about the Appointment Details section
🔹Appointment name
Enter the name that best describes the service you're offering — for example, 1 on 1, consultation, massage, or check-in.
🔹Duration
This is the length of the appointment. If you offer the same service in shorter or longer lengths, create a separate Appointment Type for each — for example, a 30-minute massage and a 60-minute massage would be two Appointment Types.
🔹Slots start every
This setting controls when each slot starts. Choose Auto to start each slot based on the duration and buffers, or select a value from the dropdown.
🔹Buffer - before and after
To block time before or after each appointment, enter a value in minutes for each buffer. Leave a buffer at 0 if it isn't needed.
💡 If both buffers are set to 0, the Slots start every setting applies. If Slots start every and both buffers are all set to 0, appointments will run back to back.
🔹Select an Image
Appointment Types display in a gallery-style section on both the business side and the Customer Site. Add the image you'd like shown in the gallery here.
🔹Description
Enter a description for the Appointment Type.
🔹Registration
These settings determine when customers can register and cancel. You'll be prompted to create a new registration timeline each time you create a new Appointment Type.
Any timelines created this way are saved in Settings ➜ Registration ➜ Registration timelines. For more on each registration setting, see what registration timelines are here.
🔹Visibility
Choose who can see the Appointment Type: Everyone if it's public, Membership Holders if only customers who've purchased a membership should see it, or Business Only if only you and your staff should view it.
🔹Venue
Select a venue. Appointments work with both online and offline venues.
If you use the Zoom integration, any appointments scheduled at an online venue will automatically create a Zoom meeting, just like classes. For more on the Zoom integration, see the overview here.
If you choose a physical venue, you'll be asked whether to assign a room. If you select Yes, you can choose one or more rooms.
💡 Rooms prevent space conflicts. Appointments are assigned to an open room automatically, so clients don't choose their own room, and no two appointments can use the same room at the same time. For steps on creating venues with rooms, see how to add a venue here.
You can also create a room directly from this form, and it will be assigned to the venue you've selected.
Once you've completed the Appointment Details, click Save to move on. If you'd rather finish later, you can navigate away and everything is saved as a draft.
🟠 Memberships & Pricing
Click the arrow to learn more about the Memberships & Pricing section
Click the arrow to learn more about the Memberships & Pricing section
In this section you can set how the Appointment Type is paid for:
Allow a drop-in fee to book the Appointment Type, if needed, and set the price.
Select which memberships can be used to book this Appointment Type, if any. If you haven't created your memberships yet, or want a new one, set it up from Memberships ➜ Memberships ➜ Add Membership. You can add the Appointment Type from the membership create form, or return to this section to link memberships later.
When you're done, click Save to move on, or close the page to save your progress as a draft.
🟡 Instructors & Schedules
Click the arrow to learn more about the Instructors & Schedules section
Click the arrow to learn more about the Instructors & Schedules section
In this section you'll add the instructor or instructors available for this Appointment Type.
Only instructors who already have a schedule - the times they're available for appointments - will appear here, but you can also add new instructors and create new schedules for existing instructors directly from this page.
The four common cases are covered below.
1️⃣ Add an existing instructor with an existing schedule
Click Add + and select the instructor from the popup. You'll be prompted to choose which schedule to link — if they have more than one — and you can link one, several, or all of their schedules to the same Appointment Type. Click Save to finalise, or Add + to keep adding.
2️⃣ Add an existing instructor, and edit one of their existing schedules
Follow the same steps to select an existing instructor's schedule, then click the dropdown next to their name and click the pencil icon to edit that schedule.
⚠️ Any changes you make to this schedule also apply to any other Appointment Types it's linked to.
If you need a separate schedule for the instructor, follow the steps in Add an existing instructor, and create a new schedule for them below.
3️⃣ Add an existing instructor, and create a new schedule for them
Click Add + and select the instructor. In the dropdown next to their name, select Add Schedule to open the schedule create form.
Add a name, select the availability, and click Save & Return. The new schedule is added to the Appointment Type. Click Save to finalise, or Add + to keep adding.
4️⃣ Add a new instructor and create a schedule
If the instructor isn't on the system yet, you can create an account and a schedule for them straight from the Appointment Type.
Click Add +, enter their name and email address, and select their permissions. With Limited permissions, they can manage the sessions and attendances they instruct; with Admin, they have full access to your account. Read more about adding Staff Members here.
Click Create Instructor.
Next, you'll be prompted to create the instructor's availability schedule. It's named Default Availability Schedule by default, but you can rename it. Add the schedule and click Save & Return to link the instructor and schedule to the Appointment Type.
✏️ Editing an Appointment Type
You can update an Appointment Type at any time from your dashboard.
Head to Classes/Appointments ➜ Appointment Types ➜ click Details next to the Appointment Type you want to change.
🗄️ Archiving & unarchiving an Appointment Type
Appointment Types can't be deleted, but they can be archived, which removes them from your active Appointment Types list.
To archive one you'll no longer use, head to Classes/Appointments ➜ Appointment Types ➜ click Details next to the Appointment Type ➜ Appointment Details ➜ scroll down and set the Status to Archived, then save.
To unarchive one, head to Classes/Appointments ➜ Appointment Types ➜ click View Archived ➜ click Details next to the Appointment Type, then follow the same steps but set the Status to Active.
Once saved, the Appointment Type shows as active again.
↕️ Reordering your Appointment Types
You can reorder Appointment Types to control how they appear in your gallery view. Head to Classes/Appointments ➜ Appointment Types, click the dots next to an Appointment Type, and drag it to the position you want.
💡 In dropdowns, Appointment Types are still ordered alphabetically regardless of the order set here. The new order is reflected on your Customer Site.
❓ Frequently Asked Questions (FAQs)
Find answers to common questions or additional details that may not be covered in the main instructions.
Click the arrow to view frequently asked questions
Click the arrow to view frequently asked questions
Can I create an Appointment Type without finishing it all at once?
Click the arrow to see the answer
Click the arrow to see the answer
Yes. The create form lets you save one section at a time. Anything incomplete is saved as a draft that's only visible on the business side, so you can come back and finish it later.
Can I offer the same service in different lengths?
Click the arrow to see the answer
Click the arrow to see the answer
Yes, by creating a separate Appointment Type for each length. For example, a 30-minute and a 60-minute massage would each be their own Appointment Type.
Why isn't an instructor showing in the Instructors & Schedules section?
Click the arrow to see the answer
Click the arrow to see the answer
Only instructors who already have an availability schedule appear there. You can add a new schedule for an existing instructor, or add a brand new instructor, directly from that section using the steps above.
Can I delete an Appointment Type?
Click the arrow to see the answer
Click the arrow to see the answer
Appointment Types can't be deleted, but you can archive them to remove them from your active list, and unarchive them later if needed.
How do I add an appointment to the calendar without a customer?
Click the arrow to see the answer
Click the arrow to see the answer
When creating the appointment, add yourself or a test customer. Once it's booked, head to the appointment and unregister the test customer - this will initially cancel the appointment. You can then un-cancel it, which leaves the appointment on the calendar with no customer registered. See how to un-cancel here.