Appointments require several configuration steps to work effectively and support your studio’s workflows. This guide outlines each part of appointment setup and explains how the settings work together.
Follow the configuration flow below to set up appointments correctly.
Mariana Tek must enable appointments on your account. Complete the form to request activation.
Step 1: Employees and Permissions
First, ensure you've created all employees and assigned them to the correct location. Any employee who will offer appointments must also be set up as an instructor.
If you plan to use appointments, assign the appropriate permissions to each role. Review the available appointment permissions and submit a request for updates here.
Step 2: Payment Method
You can reserve appointments through credit packages. Create new or use existing credit packages as a payment method.
Memberships cannot be used to book appointments at this time.
Step 3: Room Availability
Room Availability determines when specific rooms or spaces in your studio are available for appointments. Setting room availability ensures services are booked only when the space is open and prevents double-booking.
You’ll configure room availability under Configuration > Locations > Edit Classrooms.
Step 4: Services
Services refer to the private or semi-private offerings your studio provides. These might include:
Personal Training
Mobility or Stretch Therapy
Massage Therapy
Nutrition Consultation
You’ll create and configure your services under Configuration > Services. Each service setup includes the following details:
Details: Name, description, and duration of the service
Location: Where the service will be offered (e.g., main studio, treatment room)
Instructor: Which staff members can provide the service
Customers: Who can attend (e.g., individual clients or small groups)
Pricing: How customers will pay for the service
Step 5: Instructor Availability
Instructor Availability determines when instructors are available to take appointments. Each employee can set their own availability, or an admin can indicate when they can offer private sessions or services.
Instructors must be assigned a service to set availability.
Availability settings ensure that appointments can only be booked during times the employee is open to take clients, helping prevent scheduling conflicts and streamlining your booking flow.
You’ll configure availability under Employee > select the employee > Appointments or by logging in to the Biz App > Settings > Appointments.
Step 6: Transactional Emails
Configure your transactional emails in Xplor Growth to match your brand. For each transactional email, you can choose whether to send it to the customer and/or the instructor. The emails include:
Email Name | Trigger from Mariana Tek |
Appointment Cancellation | Sent to the instructor and customers when an appointment is cancelled |
Appointment Reminder | Sent to the instructor and customers 24 hours before the appointment |
Appointment Time Change | Sent to the instructor and customers when an appointment time has changed |
Appointment Confirmation | Sent to the instructor and customers when an appointment is made |
Appointment Recurring Confirmation | Sent to the instructor and customers when an appointment is made |
Step 7: Payroll
Configure appointment payroll in Xplor Payroll. Studios can configure a flat-rate payroll along with incentives.
Step 8: Schedule
Now that you've set up all appointment features, the appointment schedule keeps private appointments separate from your class schedule, giving you a clear view of one-on-one or small-group sessions.
From Admin or the Biz App, you can:
View appointments: See all upcoming and past private sessions
Create appointments: Book new appointments directly from the schedule
View and create time blocks: Review existing time blocks that define when services are not available and create new ones
