This article will take you through
1. What is Trainer Availability?
2. What are the benefits of Trainer Availability?
4. How do I create and publish Trainer Availability?
5. What additional settings do I need to consider?
What is Trainer Availability?
The Appointment Availability feature allows you to set trainer hours on the Dashboard Calendar. The set availability enables clients to self-book 1:1 appointments in the Member App and the Web Portal.
Trainer availability can be configured using both recurring schedules (weekly) and date-specific schedules (one-off days). These can now be used together, giving you greater flexibility when managing trainer schedules.
When both are applied, date-specific availability takes priority for the selected day, while recurring availability continues for all other days.
What are the benefits of Trainer Availability?
- Free up admin time, let clients book their own appointments
- Increase bookings with both staff and client-side booking options
- Set ad-hoc trainer availability to increase the likelihood of filling free slots
- Set both date-specific and recurring availability simultaneously, catering to trainers with changing or consistent schedules
- Make one-off changes without needing to remove or recreate existing schedules
- Avoid using workarounds like creating bookings to block time
Please note:
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Once the trainer availability is set on the Dashboard, it ensures the available appointments are visible to clients on the Member App and Web Portal. The availability can also be viewed on the Dashboard calendar.
- It is not possible set this up in the Glofox Pro App.
How do I create and publish Trainer Availability?
Any staff member can set up availability from the Dashboard Calendar.
Note: Trainers can only set and view their own availability, Receptionists and Admins can set and view all Trainer availability.
Steps to create Trainer Availability:
- Navigate to the Dashboard Calendar
- Click 'Appointment Availability'
- Select any Trainer
- Select either Recurring Weekly Availability or Date Specific Availability
- Both types can now be created and used together
- Select 'Add a day'
- Add the available trainer hours by setting the date or day, start time and end time
- To add multiple time blocks, select the '+' icon
- Changes are saved automatically
Note: You no longer need to manually save availability using a “Save” or “Set” button.
Managing Availability
- Date-specific availability overrides recurring availability for that day only
- Recurring schedules remain active and do not need to be removed when adding one-off changes
- Use date-specific availability to block time off, adjust hours, or add extra availability
Apply Availability to Multiple Dates
- Use the multi-day picker to apply availability to multiple specific dates
- Copy a day’s schedule across selected dates to save time
Viewing Availability
To view availability on the calendar, use the 'Trainer' filters to view appointment bookings and trainer availability
Please note:
- You can now block or adjust specific dates without impacting recurring schedules
- Availability cannot be set for dates in the past
- When the hours are set on the Dashboard, clients can self-book variable appointments in the Member App and the Web Portal
- If a conflict is detected (e.g. another class or appointment booking), the availability will not display to clients
- The availability dynamically updates in the Member App and on the Web Portal based on trainer bookings, so your schedule remains accurate and optimised.
What additional settings do I need to consider?
1. Please ensure the appointments are created under MANAGE > Appointments on the Dashboard. Check that your Trainers are associated with the correct appointments.
2. Ensure your appointments are associated with the correct Memberships/Credit packs in the Services section of the Dashboard
3. Finally, under 'Appointment Availability', add any trainer times that you want to make available in the Member App and the Web Portal. Note: once the Trainer is connected to an Appointment on the Appointment definition page and the Trainer's Availability is set, it will then present the available appointment times in the Member App and the Web Portal.
If you would like more information on Appointments, see here.