Creating an appointment-based service

In this article, you will learn how to create an appointment-based service and configure contingents, ticket offers, resources, restrictions, booking conditions and online booking for it.

Contents

• Quick Guide
• Create an appointment-based service
• Add an included contingent
• Add a ticket offer
• Set up appointment booking, execution and resources
• Set up the device connection
• Set restrictions
• Set booking and reversal conditions
• Create an online offer

Quick Guide

1. Go to Settings / Services / Services.
2. Click Create Appointment-based service.
3. Fill in the sections General information, Service details and Configuration.
4. Click Create.
5. Open the new service and configure the tiles on the Administration and Online booking tabs.

Create an appointment-based service

Go to Settings / Services / Services and click Create Appointment-based service. Other service types are available in the dropdown next to this button.

The dialog that opens has three sections:

Under Booking options you decide how the service is booked:

• Bookable: you also set a Tax rate, and the detail view offers the tiles for included contingents and ticket offers. A member can only book the service if they have a matching included contingent or ticket. As long as the service has no included contingent, ticket offer or online offer, the Software shows a notice on the service that it cannot be booked yet.
• Bookable for free: the service is free of charge. The Tax rate field disappears from the dialog, and the Administration tab shows neither the Included contingent for members tile nor the Ticket offers tile. On the Online booking tab there is no Online offer card, so you cannot create an online offer for this service.

Click Create. The service then appears in the list. Click it to open its detail view, which has the tabs Administration and Online booking. The header shows Type, Abbreviation, Category, Booking options, Tax region, Tax rate, Online booking approved and Booking codes. All tiles described in the following sections are on the Administration tab unless stated otherwise.

Add an included contingent

An included contingent makes the service part of a membership. In the Included contingent for members tile, click Add included contingent and fill in the fields:

• Volume: Flat or Limited amount.
• With Limited amount: Usage per (a number and a period: Day, Week, Month or Year) and Transfer of already utilized usages (No rollover or Transfer to next period).
• Period of use
• Applies to
• Allow future bookings without contingent: Activated or Deactivated.

Click Create. The tile is not shown when Booking options is set to Bookable for free.

Add a ticket offer

If you want to sell the service on its own, create a ticket offer. In the Ticket offers tile, click Add ticket offer and fill in the fields:

• Scope of usage
• Price
• Period of use: One-time use, Fixed period or Whole day.
• Item number
• Validity: Unlimited validity or Limit the validity of the ticket offer.
• Advanced settings: contains Booking codes.

Click Create. The tile is only shown when Booking options is not set to Bookable for free.

Set up appointment booking, execution and resources

The Appointment booking card shows the Appointment execution, the durations Preparation, Appointment and Follow-up in minutes, and the resources with their Employee competence. Its menu has three actions: Edit appointment booking, Edit appointment execution and Add resource.

Edit appointment booking sets the durations of the appointment in minutes: Preparation, Appointment and Follow-up. A booked appointment occupies all three durations in the calendar. When you create an appointment, Duration from service shows the sum, for example 10 + 30 + 10 = 50 minutes, and the calendar block runs from the start time for these 50 minutes. The calendar does not show where within the block the appointment itself lies.

Edit appointment execution sets in the Appointment execution field where the appointment takes place: In the studio or Digital stream. With Digital stream, a Type dropdown (Manual or Zoom) appears if more than one stream type is available. Click Save.

Add resource adds a resource the appointment needs. You can also use the Add resource button on the card. First select the Type:

• Employees
• Equipment
• Location

Then select the Resource. This is either a specific resource, such as a particular trainer, or a competence or category. Choose a competence or category when it does not matter which trainer or which piece of equipment is used.

Under Availability of the resource you define how long the resource is needed:

• Resource is required for the entire duration of the appointment.
• Resource is only needed for a certain duration: you then set Beginning of availability in minutes after the start of the appointment and End of availability in minutes before its end.

Click Save. Each resource then appears as a row on the card. Its menu offers Edit Resource and Delete resource.

The resources you add are taken into account when the Software determines whether an appointment is available. The availability of an employee comes from their shift plan or working hours. If a required employee is not available at the time you book, the booking dialog shows the warning The resource <name> is not available. No alternative appointments are offered.

Set up the device connection

In the Device connection tile you define the price configuration for the service. Select Create price configuration in the tile menu, or Edit price configuration if one already exists. The tile then shows the price configuration, for example the Base price and the Period of use.

Set restrictions

In the Restrictions tile you limit when, where and for whom the service is available:

• Time restrictions: select Add time restriction in the tile menu or click the Add time restriction button below Your service is only available on certain days or times?
• Facility restriction: click the pencil icon on this row and select Edit facility restrictions. In the Facility restriction field, choose Member's facility only, Restricted facilities or All facilities.
• Age restriction: click the pencil icon on this row and select Edit age restriction. Turn on Active and enter a Minimum age and a Maximum age. The fields have no default values. Minimum age accepts values from 0 to 198 and Maximum age values up to 199. If the maximum age is not higher than the minimum age, the Software raises it to one year above the minimum age. If a service previously had only a minimum age, that value stays the Minimum age and the Maximum age is set to 199.
• Opening hours category restriction: the dialog has the field Opening hours category. Time restrictions and an opening hours category cannot be used at the same time. If you set an opening hours category, it overrides the time restrictions.

Set booking and reversal conditions

The Booking & reversal conditions tile is available for appointment-based services. Its rows are grouped, and each group has its own menu.

Appointment reminder and No show configuration: the menu offers Edit appointment reminder and Edit no-show configuration. In Edit appointment reminder, turn on Remind participants by default before the start of the appointment and enter how long before the appointment the reminder is sent, as a number in Minutes or Hours. Reminders are only sent if the corresponding notification rule is activated. With Edit no-show configuration you open the Add no-show configuration dialog. In its only field, Configuration name, select one of your existing no-show configurations for this service.

Earliest booking (before appointment), Latest booking (before appointment) and Max. future bookings: select Edit booking conditions in the menu.

In the dialog, set Earliest booking (before appointment), Latest booking (before appointment) and Maximum number of future bookings, each to Unlimited or Limited. Click Save.

Free cancellation deadline and Cancellation behaviour: select Edit conditions for reversal. Set Free cancellation deadline to Unlimited or Limited. With Limited, enter the Period for reversal (Added time will be reduced from appointment starttime) as a number and a unit (Minutes, Hours, Days, Weeks, Months or Years), and choose the cancellation behaviour: No cancellation by the member possible or Reversal by using contingent.

Create an online offer

On the Online booking tab you define how the service is presented for online booking. The tab has three cards:

• Information: Title, Target groups, Level and Background image.
• Details: Description.
• Online offer: as long as there is none, the card shows No online offer has been created yet. Click Create online offer to add one.

For a service set to Bookable for free, the Online offer card is not shown.

Note: This article was created with the help of artificial intelligence and editorially reviewed.