📝 3.6 1:1 Appointments

Overview

Sweatpals offers the option to create Appointments. Unlike Events, Retreats and general Classes, Appointments are geared towards 1:1 sessions with your members.

Please note: This feature is currently in beta, and is not enabled for communities by default. Moreover, it is only available in the web version of Sweatpals currently.

If you are interested in getting early access, email [email protected].

Step-by-Step: Creating Appointments

Creating Appointments via Web

Visit dashboard.sweatpals.com

Select the Appointments tab

Select +Create & choose Appointment type

Enter in appointment type details, including name, address (or link, for online appointments), description, and images

Select duration for your appointment of how long it will run

Specify Start time increments to determine how members see the time slots available for booking based on your availability (e.g. start time increments of 30 minutes if your availability is 9:00 - 11:00 AM -> members choose from 9:00, 9:30, 10:00, 10:30 and 11:00).

Specify Buffer time increments to prevent members from booking appointments within X time period from the previous appointment (e.g. buffer time increments of 15 minutes -> members wouldn't be able to book 15 minutes within the last appointment).

Select type of appointment and/or enter in a custom type (e.g. Personal Training)

Select the Service Provider(s) available for this appointment type (See: 🧑‍🤝‍🧑 8.5 Team Management)

Set the Rate & Packages for the appointment type

Please note: If you have differing rates and packages per provider, it is recommended to create appointment types per provider.

If you would like to have one of your plans cover appointments as well, you can configure the membership benefits in the Rate & Packages field.

Configure your Availability for booking

If you wish, you can have each service provider connect their Google Calendar for real-time availability. (For more, see: 🧑‍🤝‍🧑 8.5 Team Management)

Visual Guide

Additional Toggles

+Waiver - Includes a waiver that members must sign before completing the checkout process.

+Questionnaire - Adds a questionnaire to collect data from signups that can be referenced later.

+Refund Policy - Allows signups to refund an appointment purchase on their end up to 24 hours prior to the start time.

Managing Appointments

Within the Appointments tab, you can:

Confirm upcoming appointments on the right-hand side of the screen, with details on the time slot, designated service provider, and member.

Edit appointment details, including the service provider assigned to it.

Manually book a client to an appointment type.

Reschedule a client's booking to a future date.

Delete an appointment type, if no one has booked yet.

Manual Appointment Booking

You can manually book an appointment via:

Schedule tab -> Book a client button

Appointments tab -> Book a client icon next to the appointment type

In either path, you will then:

Select the Appointment type

Search for & select the client

With packages -> This will populate the list of members with active packages to charge the booking against

Other -> This will populate the full list of members in your community

Please note: If the client is a net-new member, you should first sell the package via point of sale. (See: 💰 6.5 Point of Sale (POS) on Desktop)

Choose a Service Provider

Choose one of the available time slots

Confirm the booking

Please note: Clients will receive an email notification to confirm the booking. They will need to accept the booking.

Adjusting Credits

You can opt to update a member's credits from a purchased package manually. This is useful on instances where they were unable to attend an appointment for any reason, and you'd like to grant them the credit back.

To adjust a member's package credits:

Select the appointment type booked by the member

Head to the Packages tab, and look for the member in question

Click on the ••• menu within their row & choose Edit credits

Adjust the credits to your preferred number, and hit save

Optionally, you can add notes to clarify why the credits were adjusted

Cancelling a Booking

To cancel a member's booking:

Select the appointment type, and look for the member in question

Click on the ••• menu within their row & choose Cancel Booking

You'll get the option to provide a refund alongside the cancellation

Frequently Asked Questions

Q: How are users notified of these appointments? A: Service providers will be able to view the appointment assigned to them while accessing the community dashboard.

An email notification system to notify both the service provider and the member is also available, though this needs to be enabled by our team currently. With this on, they'll receive a confirmation message, containing details on the appointment.