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.

  • Go to the calendar and select the slot you want
  • Select ‘Appointment’
  • Add the date, appointment type, start time and the trainer
    • Note: the appointments created under the ‘Appointments’ in ‘Manage’ will be visible here
  • 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 which will alleviate the need to add recurring trainer slots as exists currently 
  • 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.

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  • Is this feature live yet? Also is there a way to reschedule appointments?

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