How to create appointment based service

In this article, we’ll show you how to create an appointment service and set it up so it can be booked correctly—including quotas/card offers, resources, restrictions (e.g., an age range), as well as booking and cancellation conditions.

Contents

• Create an appointment service
• Add an inclusive quota for members
• Create a card offer for the appointment service
• Configure appointment booking (duration, delivery type, resources)
• Set up device integration
• Define restrictions (incl. age range)
• Set booking and cancellation conditions
• Create an online offer for the appointment service

Fast lane

1. Go to Settings / Services / Services.
2. Click Create service → select Appointment service → Next.
3. Enter the basic details (optional: Online booking enabled) → Save.
4. Then configure the tiles within the service (e.g., quotas, appointment booking, restrictions, conditions, and online offer).

Create an appointment service

You create appointment services in the service settings. After saving, you can configure the booking logic, resources, and rules directly in the detail view.

1. Open Settings / Services / Services.
2. Click Create service in the top right.
3. Select Appointment service and click Next.
4. Enter the basic details (e.g., name, description, optionally pricing logic).
5. Specify whether the service is free of charge.
6. Optional: Enable Online booking enabled if the service should be bookable online.
7. Click Save.

Add an inclusive quota for members

If the appointment service should be included in certain tariffs, contract offers, or add-on modules, set up an inclusive quota. This lets you control whether the service is available as a flat rate or with a usage limit.

1. Open the appointment service (detail view).
2. Go to the tile Inclusive quotas for contract customers.
3. Click Add (or use the three-dot menu in the tile).
4. Choose whether it should be a flat rate or a usage limit (incl. quantity).
5. Select which tariffs/codes or add-on modules the quota applies to.
6. Click Save.

Create a card offer for the appointment service

If you want to sell the appointment service individually, create a card offer. Among other things, this defines how usage is counted (e.g., once per day, multiple times per day) and how long the offer is valid.

1. Open the appointment service (detail view).
2. Go to the tile Card offers.
3. Click Add card offer (or use the three-dot menu).
4. Enter the offer details (e.g., name, price, validity).
5. Define the usage logic (e.g., once per day, multiple times per day, or time-restricted).
6. Click Save.

Configure appointment booking (duration, delivery type, resources)

In the Appointment booking tile, you define how long an appointment blocks the calendar and which resources must be available for the service to be bookable.

Set duration

1. In the Appointment booking tile, open the three-dot menu.
2. Select Edit appointment booking.
3. Define preparation time, appointment time, and follow-up time. The total time will be blocked in the calendar.
4. Click Save.

Set delivery type

1. Open the three-dot menu in the tile.
2. Select Edit appointment delivery.
3. Choose the appropriate type (e.g., In studio or Digital Stream).
4. Click Save.

Add resources (important for bookability)

1. Open the three-dot menu in the tile.
2. Select Add resource.
3. Select the resource type: Device, Staff, or Location.
4. Select the specific resource. For staff, you can assign either a specific person or a suitable competency/qualification.
5. Click Save.

Set up device integration

If the appointment service should also be booked or started directly via devices (e.g., check-in, turnstile, or other connected hardware), set this up in the Device integration tile. There you control how the system behaves when someone tries to book via a device and which options apply.

Define restrictions (incl. age range)

In the Restrictions tile, you define where and for whom the appointment service is offered—for example, which locations it applies to and whether there is an age restriction.

Age restriction as an age range (minimum age + maximum age)

If you want to offer your appointment service only to a specific age group, you can define an age range—i.e., a minimum age and a maximum age.

1. In the Restrictions tile, open Age restriction.
2. Enable the age restriction.
3. Enter a minimum age and a maximum age.
4. Make sure the minimum age is not greater than the maximum age—otherwise you can’t save.
5. Click Save.

• Note: There are no default values. You decide whether and which values you enter.
• Note: A maximum of 3 digits is possible per field.
• Good to know: If previously only a minimum age value was set, it will be applied as the minimum age. The maximum age will automatically be set to 199.

Set booking and cancellation conditions

In the Booking and cancellation conditions tile, you define when booking is allowed, until when cancellations are free of charge, and whether/how reminders are sent.

• Appointment reminder: Define how many hours before the appointment a reminder should be sent (provided your notifications are configured accordingly).
• Booking conditions: Define how far in advance bookings are allowed and until when booking is still possible.
• Cancellation conditions: Define the cancellation deadline and whether cancellations are still possible after the deadline (e.g., with different rules) or not.

Create an online offer for the appointment service

If you want to offer the appointment service online (e.g., via your online booking or online sales), set up the online offer in Online booking. There you can add images and texts and—if needed—define a different online price.