Appointments require several configuration steps to ensure they function effectively and support your studio’s workflows. This guide outlines each area involved in appointment setup and explains how the different settings work together.
Follow the configuration flow below to ensure appointments are set up correctly.
Appointments must be enabled on your account by Mariana Tek. Complete the form to request activation.
Step 1: Employees and Permissions
First, ensure all employees have been created and assigned 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
Appointments can be reserved through credit packages. Create new or use existing credit packages as a payment method.
At this time, memberships cannot be used to book appointments.
Step 3: Room Availability
Room Availability determines when specific rooms or spaces in your studio are available for appointments. Setting room availability ensures that services are only booked 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, there is an option to send 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
Appointment payroll is configured in Xplor Payroll. Studios can configure a flat-rate payroll along with incentives.
Step 8: Schedule
Now that all appointment features have been set up, the appointment schedule keeps your 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
