This is available on Subscription Tiers: 

Engage, Grow, Promote, Free Unlimited, Essentials, Accelerate, & Ultimate.

Why This Matters

Understanding how to book an Appointment is essential for keeping your schedule organized, reducing manual work, and giving clients a seamless way to secure the services they need.

Pre-requisite Pro-Tip

In order to book Appointments, you must be a Manager or Admin, or be a Coach that is listed as a Service Provider.

Step-By-Step How To

Once a Client has an Appointment Pack added to their Client Profile, either manually or through a purchase on the Online Sales Page, they will be able to book into Appointments on their Wodify App.

Booking Appointments in Core

1. Navigate to Appointments > Calendar
2. Click + Appointment or select a time on the calendar to book through quick view
3. Choose a Service and a Provider
4. Decide on the Date, Time, and Duration
5. You can make a recurring Appointment by clicking Create Recurrence and choose:
   • How often the Appointment repeats
   • When the recurrence ends - Never, on a specific date, or after a set number of sessions
6. Assign a Client or Lead by typing their name in the Client & Leads field
7. Press Book

Booking Appointments for your Clients in the Mobile App

1. In Coach View, open the Schedule tab
2. Select Appointments
3. Navigate to the correct date and select Book Appointment
4. Select the Service and then type in the Client Name
5. Tap Next
6. Choose a time, and then tap Book appointment

Selling Memberships on the Appointments Calendar

If a member doesn't have an Appointment membership, you can still book an Appointment for them. You will need to sell them a membership in order to sign them in, however.

1. When booking an Appointment in Core, and you enter the name of a Client without an active Appointment Membership, you will see the warning "No active membership" below the Clients & Lead field.
   • In the Calendar booking quickview, a warning will pop up and direct you to click More Options to see this warning.
2. Click the link beside it: Sell membership
3. Select the Membership, Payment Plan, and Payment Method on file.
4. Click Sell Membership

Signing Clients In for Appointments

If your settings do not allow Clients to sign themselves in or the window for them to do so has passed, you can sign them in on their behalf via:

1. Mobile App - Coach View
   • Locate the Appointment in Schedule > Appointments and tap into it
   • Beside the Client name, tap Sign In
2. Core
   • Navigate to Appointments > Calendar and select the appointment block
   • Beside the Client name, tap Sign In

Please note you have 48 hours to sign the Client into the Appointment to prevent an automatic No-Show on their account.

If you see the error: “Warning” this means that you need to go to either sell the client a membership or book them as a free trial. This may also come up if Waiver Enforcement is off and they have not yet signed their waiver.

Canceling or Rescheduling

To Cancel in the Mobile App:

1. Navigate to the Appointment in Schedule > Appointments
2. To cancel...
   • just one member in a group Appointment, tap the ellipses icon beside the Client name
   • the entire Appointment, tap the pencil in the upper right
3. Tap Cancel Booking/Appointment

To Cancel or Reschedule in Core:

1. Navigate to Appointments > Calendar
2. Locate and click the Appointment block
3. Select Edit Appointment
4. To cancel, select Cancel Appointment in the upper right
5. From this page you can also reschedule, remove an individual member, change Providers, or create a recurrence.

If you have trouble canceling or rescheduling an Appointment

• Client/Lead and/or a provider has already signed in, canceled, or no showed.
• If the client was signed in by mistake you can cancel the sign-in in the Appointments widget. This will update both the appointment, sessions left on the appointment pack, attendance, and reports.

• If the client was already marked as a no-show, then the appointment cannot be changed. That means Admins and Providers have a 48 hour time window from the appointment time to fix any errors before they cannot be changed.

   

FAQs

1. "How far out can I book a recurring appointment?"
   Answer: Recurring appointments will be generated up to one year after the start date and will continue to generate in the future if applicable. For example, if you book a recurring appointment that repeats daily, starts today, and never ends, the appointment will generate 365 instances of that appointment today. Tomorrow, it will generate the 366th instance of that appointment.
2. "Why can't my clients see appointment availability/sign themselves in in the app?"
   Answer: 
   • Signing themselves in - Clients can only sign themselves into appointments on the Mobile App if Self Sign In is turned on for that Appointment Service. While creating or editing an appointment service, you can turn Self Sign In on or off and set the amount of time before and after an appointment when clients can sign themselves into appointments for that service.
   • Booking an appointment - Clients will only be able to view or book an appointment if they already have an appointment pack with a session(s) available for use. The providers will need to make sure they have set up availability for the service as well. Visibility in the mobile app will also need to be toggled ON in Web & Mobile > Online Sales.
3. "How can I remove the penalties of a no-show or late cancellation?"
   Answer: Navigate to the Client/Lead Profile > Attendance tab and locate the no-show or late cancellation. Click Remove. This will return the session to the appointment pack and/or void the invoice if it’s unpaid or refund if it was already paid. Note: Clients will still be marked as no show or late cancel in the appointment itself.