Appointment Booking from the Portal

Members can book 1-on-1 appointments — personal training sessions, consultations, assessments — directly from the member portal, the same self-service hub where they already book classes. Available times come straight from your staff availability, and payment is handled automatically at booking time.

Prerequisites

Before members can book appointments through the portal, make sure:

1. Appointment booking is enabled. Go to Settings > Members > Portal and check the Allow appointment booking (1-on-1 sessions) toggle. It is on by default.
2. Services exist. Your bookable services (name, duration, price) are managed on the Bookings page in the admin dashboard.
3. Staff availability is set. Available time slots come from each trainer's weekly availability, managed under Bookings > Availability. No availability means no bookable slots.

Booking an Appointment

When a member clicks Appointments in the portal navigation, they see two tabs: My appointments and Book.

The booking flow has three steps:

1. Choose a service — members see each service's name, duration, and price.
2. Pick a date and time — members choose a date and, optionally, a specific trainer, then tap an available time slot. Slots respect your booking rules (advance-booking window, booking cutoff) from Settings > Bookings.
3. Confirm — the member sees exactly how the session will be paid before confirming (see below). After booking, they get a confirmation by email or SMS, and the standard appointment reminders apply.

The appointment immediately appears under My appointments and on your staff calendar, and the time slot is removed from availability for other members.

How Payment Works

Portal appointment booking is credits-first:

• Session credits are used automatically. If the member has an active session pack or a per-session membership with remaining sessions, one credit is applied and nothing is charged. The confirm step shows "Uses 1 session credit" with their remaining balance.
• Card on file for priced services. If the member has no credits and the service has a price, their card on file is charged at booking and a paid invoice is created. A member without a card on file is guided to the portal's Payment Methods page to add one first — members never type card numbers into the booking flow.
• Free services book with no payment step.

Credit deduction follows your deduct bookings from sessions membership setting, so gyms that bill sessions differently can turn the credit behavior off.

Canceling an Appointment

Members cancel from My appointments, subject to the same cancellation policy you configure in Settings > Bookings:

• On-time cancellations (outside your notice window) release the slot. If a session credit was used at booking, it is automatically returned to the member. If the booking was paid by card and you have refund on cancel enabled, the payment is refunded.
• Late cancellations (inside the notice window) are allowed only when you have a late-cancel fee configured — the member sees the fee amount before confirming, and it is charged to their card on file or invoiced to their account. Without a fee configured, the portal blocks the late cancellation and directs the member to contact the front desk.

Per-service fee overrides from your booking settings apply here the same way they do for staff-side cancellations.

Tips

• Set realistic availability. Trainers' availability windows drive everything members see — keep them current, including time off.
• Price services deliberately. A priced service with credits-first payment means pack holders book friction-free while drop-ins pay by card, with no front-desk involvement either way.
• Use the notice window plus a late-cancel fee if no-shows are a problem — members see the policy up front, and the fee applies automatically.
• Prefer public booking for prospects. The portal is for logged-in members; prospects can book through your public booking page, which collects their contact details and creates a lead.