Glofox Appointment Improvements

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Appointments Overview

The Appointments improvements release will focus on providing more flexibility around appointment creation and scheduling. Traditionally on Glofox, the Trainer has been associated with one appointment duration and one set price.

The latest Appointment updates provide ultimate flexibility to create any appointment type, duration and price i.e. PT, Massage, Nutrition Consultation or a Physio appointment for varying durations and pricing.

This Appointments enhancement also introduces Appointment scheduling to the Pro App which wasn’t previously available.

Benefits of the latest Appointments

  • Flexibility to set any appointment type, with varying durations and prices
  • Increase revenue potential by expanding the appointment offering in your studio/gym
  • Trainer double bookings will no longer be possible
  • Less reliance on studio admins to manage the appointments on the trainer’s behalf since the trainer can now schedule their own appointments in the Pro App
  • Members will be able to view and book the desired appointment type, trainer, duration and price in the Member App

Appointment Creation Page

This release includes a new ‘Appointments’ definition page that can be found under the ‘Manage’ tab on the Dashboard. This page will provide the flexibility to create PT, Massage or any other appointment i.e. 30 min PT, 60 min PT, 45 min Massage.

To set up an appointment:

  • Go to the ‘Manage’ tab on the Dashboard and hit ‘Appointments’
  • Set the Appointment name and description
    • Note: the description will be displayed to the client in the Member App
  • Add one or multiple trainers that are eligible to take the appointment
  • Set the duration of the appointment
  • Option to set a ‘Category’ on the ‘Attending with a credit’ section. This connects the appointment to a membership/credit pack which has been created for that specific category.
    • Note: if you want the appointment to be eligible for a membership/credit pack that is set for ‘All Appointments’, simply leave the ‘Category’ field blank
  • Under the ‘Attending without a credit’ section, you can set a drop-in price and select which memberships should be eligible for the appointment

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Once the appointment is created, you can view it on the Appointment list page. Edits can be made by clicking on any appointment.

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Note: If an existing appointment is edited on the appointment definition page, all existing booked and unbooked appointments will retain the original price and duration set.

Appointment scheduling/booking

Dashboard  

Once the appointment is created under the ‘Manage’ section, it can be scheduled on the calendar.

  1. Go to the calendar and select the slot you want
  2. Select ‘Appointment’
  3. Add the date, appointment type, start time and the trainer
    Note: the appointments created under the ‘Appointments’ in ‘Manage’ will be visible here
  4. If applicable , select the member you wish to book into the appointment
  5. The ‘Display publicly in app’ toggle gives you control over whether to show the appointment to members or to keep it private
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Pro App

Super Admins, Admins, Receptionists and Trainers can now schedule appointments from the Pro App.

  • Note: Trainers will only be able to view and schedule their own appointments

Once the appointment is created on the Dashboard, the appointment can be scheduled in the Pro App.

Follow the below steps to schedule an appointment on the Pro App:

  • The appointment must initially be created on the Dashboard by an Admin in the Manage section
  • Once the appointment is created on the Dashboard, it’s then possible to add slots and book appointments from the Pro App
  • Select the slot you want to book
  • Select the Appointment type, start time and whether it should be visible to clients in the app
  • Once that’s complete, you can continue through the flow to book a client

 

Appointment booking in the Member App 

Members now have more flexibility and can book different appointment types and different durations with eligible trainers in the app.

Note: The Trainers category has been renamed to Appointments, to support varying appointment types. Please check the dictionary settings for this key in case you want to make changes to the text displayed (Platinum Only).

In the timetable members will see all appointment slots that have been set to “Display publicly in app” in the dashboard when scheduling/booking an appointment. The structure of information in the app now shows the appointment type as the title and the duration and trainer as the subtitle. 

Members should follow the below steps to book an appointment on the Member App: 

  • Select the desired date on the timetable or through the calendar selector
  • Scroll through the available appointments that display different appointment types, durations, trainers names and images and hours
  • Click on the desired appointment to view details of the appointment, including the appointment description, or use the “Quick booking” function by clicking on the trainer image & time
  • Review the price of the appointment (price or credit amount) and complete the checkout process 
  • Once the appointment is booked the member will see a success screen summarizing the event and receive a confirmation email 
  • Booked appointments will display in the timetable with a label “Booked” and will display in the Bookings tab in the main navigation. 
  • If the member wishes to cancel the appointment they can do so by clicking on it from the timetable or their bookings tab. 

Note: It may occur that while the member is attempting to make the booking, the slot is no longer available. In this case, they will see a message in the app saying that the trainer already has a booking in this slot and urge them to find another time for the appointment.

 

Please note;

  • The recurring schedule for Trainers is not available with this initial Appointments release. All slots must be created and booked individually on the calendar. This will work well for trainers that do not have set week-on-week schedules and tend to add appointments on an ad-hoc basis. 
  • The team at Glofox are working towards introducing Trainer Availability soon, until then all appointments will need to be created individually on the Dashboard 
  • Appointments will not be available to book on the Web Portal, this will be available at a later date. 
  • With varying appointment types and durations the number of slots in the member app timetable may increase, meaning the members may need to scroll more to find a suitable one. We plan to introduce filters in the appointments screen, following this release, which will allow members to filter the appointments by trainer, appointment type and duration (or a combination of these), and get a more refined list for that day.
  • With introducing the appointment description, we will be showing this information on the appointment detail screen in the app instead of the trainer bio, which will not be displayed.

How can I activate it on my account?

If you want the ability to offer different appointment types at varying durations, speak to your Customer Success Manager today and they will get it activated on your account.

Note: it possible to revert back to the old version of appointments once your account has been migrated. Please read the limitations below to ensure it won't impact your day-to-day operations. 

What limitations should I be aware of before migrating?

  1. The recurring scheduler under the Trainer profile is no longer available. There is functionality coming soon to handle Trainer Availability, but this is not available yet. Until then, all appointments will need to be created individually on the calendar. 
  2. The Web Portal does not offer Appointments yet. This work is planned but for now, members must use the Member App to book Appointments. 
  3. Booking Appointments in the past is not possible yet. 

What to expect once the migration is complete: 

Trainers set as ‘Bookable

  • Trainers set as ‘Bookable’ will be converted → Appointments
    • The schedule info will be removed
    • Pricing will be copied across
    • The Appointment name will take the Trainer Name. This can be edited on the appointment page if necessary. The description will also be pulled across

We do this to ensure we can move your bookings that existed with the old version of appointments across to the new version. 

  • Future slots that existed before migrating to Appointments Release 1
    • Booked slots will covert to new appointment slot - booking will be retained
    • Any unbooked slots will be deleted
  • Past slots that that existed before migrating to Appointments Release 1
    • Past booked slots will be retained
    • Unbooked slots will be deleted

Restricted Memberships/Credit Packs set to Appointments

  • Credits set to ‘All Appointments’ - these will continue to be available for all appointments and any new appointments created
  • Credits set to ‘Categories’ - these will continue to be available for all appointments and any new appointments created. Category options will be kept the same
  • Credits set to specific Trainers - the options will change from Trainers as the options to the set Appointment name

Taxes

  • Taxes will not be migrated. Please go to Settings -> Tax page to create your taxes and assign them to the appointments 

Post migration 

  1. You will need to refresh/ log out and in once the migration is complete on both the Dashboard and Pro App 
  2. Under ‘Manage’ navigate to the ‘Appointments’ tab
    1. You should see any appointments you had created previously available on the list view. 
    2. Click to edit any appointment and change the appointment name from the Trainer name to the desired Appointment name i.e. Joe Smith -> 30min PT. The pricing and trainers will pull through from your previous set up. 
    3. If you want to set up any new appointment, simply click on the ‘Add Appointment’ button on the appointment overview page 
  3. If any new appointments are created, please go to Settings -> ‘Tax’ page to add any necessary taxes. 
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