How do I use my appointment calendar?

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You have now established your services settings, the affiliated coaches that are assigned to those services, and the service's locations. Give yourself a pat on the back: you are ready to begin scheduling appointments!

The easiest way to schedule appointments in Wodify Admin is to use the appointment calendar, this can be found by navigating to Appointments > Calendar

From the calendar you can do the following:

  • Book and cancel appointments
  • Add/edit availability for providers
  • Add blocked time to the calendar
  • Add additional clients to semi-private appointments

Note: Appointments created through the calendar can override some settings that are configured on the service, including appointment duration, starting times and buffer time.

Athletes can also book appointments from the Athlete App after a membership has been added to their account. Appointments booked through the app will respect all settings configured on the service.

 


Follow the steps below to complete various actions from your Appointments Calendar.

Create an appointment: 

Calendar.jpg

  1. Select the desired area on the calendar
  2. Click 'New Appointment' 
  3. Select the applicable provider and service
  4. Adjust time as needed 
  5. Search for the desired client
  6. Select an available membership, or purchase a membership for the client
    • If no membership exists for the client, select the desired membership and payment plan from the dropdowns
    • If a client has an existing membership, select it from the dropdown

Tips & Tricks: The number of sessions left in the drop-down reflects used sessions + reserved sessions, this will prevent a client from booking more appointments than what is allocated in their membership. The number of used sessions can be viewed in the athlete profile.

Note: Purchasing a session membership from the calendar will automatically create the associated invoices. When the automated email is enabled, creating an appointment will also generate an appointment confirmation email to both the provider and clients on the appointment. 

 


Cancel an appointment: 

Calendar.jpg

  1. Select the appointment
  2. Click 'Cancel Appointment'
  3. Confirm cancellation by clicking 'Cancel Appointment' 
    • When the automated email is enabled, canceling an appointment will generate a cancellation email to both the provider and clients on the appointment. 

 


Add availability:

Calendar.jpg

  1. Select the area on the calendar that the availability should be applied
  2. Click Add / Edit availability
  3. Select the desired provider and service/s
  4. Adjust time as needed 
  5. Click 'Save' 

Note: Adding availability will allow clients to book appointments for the designated service during the specified time.  


Block time:

Calendar.jpg

  1. Select the area on the calendar that the blocked time should be applied
  2. Click 'Block Time' 
  3. Adjust time as needed
  4. Select the desired provider and service/s
  5. Enter blocked time reason in text field
  6. Click 'Block' 

The blocked time can be viewed from the specific providers calendar. 
Calendar.jpg

Note: Blocked time can be used to ensure no one schedules appointments with a provider during a certain window, or to override any availability during a given time. Blocking time over appointments will not cancel the applicable appointments.

Remove blocked time:

Calendar.jpg

  1. Select the applicable service and/or provider
  2. Select the blocked time you would like to remove
  3. Click 'Add /Edit Availability' 
  4. Click 'Remove'
  5. Confirm by clicking 'Remove Blocked Time' 

Add a Client to a semi-private appointment:

There are two ways to add a client to an existing appointment. 

From appointment creation for the first client:

  1. Complete all the steps for adding the appointment for the first client, do not select 'Book'
  2. Check the box next to 'Add another client' 
    Calendar.jpg
  3. Click 'Book'
    This will populate a new appointment pop up for the same provider, service and time
  4. Search for the desired client
  5. Select an available membership or purchase a membership for the client
    • If a client has an existing membership, select it from the dropdown
    • If no membership exists for the client, select the desired membership and payment plan from the dropdowns
  6. Click 'Book'
  7. Repeat as needed for the desired clients in the semi-private appointment

From an existing appointment:

  1. Select an existing appointment
  2. Click 'Add client' 
    Calendar.jpg
  3. Search for the desired client
  4. Select an available membership or purchase a membership for the client
    • If a client has an existing membership, select it from the dropdown
    • If no membership exists for the client, select the desired membership and payment plan from the dropdowns
  5. Click 'Book'

Tips & Tricks: If you would like to make changes to the recurring availability for the provider tied to a specific service, we recommend making updates directly to the provider's recurring availability calendar within the service. This way, all of the changes will happen simultaneously. 

Now that you can set provider availability and book appointments for your clients, you will need to check them into their appointments.  Check out this article for details on how to navigate appointments on the kiosk.

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