Setting up providers and availability

For: Owners & Managers

Before members can book a one-on-one session, two things need to be in place: the team members who take appointments must be turned on as providers, and each provider needs to publish the hours they're available. You do both from one page.

Prerequisites & permissions

• Only Owners and Managers can enable providers and manage anyone's availability.
• A provider can only be booked at locations they have access to — set a team member's location access under Settings → Team if needed.

Turning on a provider

1. Go to Scheduling → Appointments. Under Bookable providers you'll see your team.
2. Find the person who takes appointments and switch on the toggle at the end of their row.
3. They now show a Provider badge and an Availability button.

Turn a provider off the same way — flipping the toggle off. Any sessions already booked with them stay on the calendar; they simply stop offering new times.

Note: Instructors are already set up as providers, so you usually only turn on the extra people (an owner who also trains, a front-desk staffer who runs sessions). Front-desk staff and admins who don't train stay off.

Publishing availability

1. On the Appointments page, click Availability on a provider's row.
2. Click Add availability.
3. Choose the Days of the week the provider is open (tap each day to select it).
4. Pick the Location these hours apply to.
5. Set the From and To times — the window they're bookable each of those days.
6. Click Add. The window appears in the list, e.g. Mon, Wed, Fri · 09:00–17:00 · Demo Studio — Main.

Add as many windows as you need — for example weekday mornings at one location and weekend afternoons at another. Remove a window with the trash icon next to it. Click Done when you're finished.

How members see it

Members only ever see open times inside these windows. When someone books, that time disappears for everyone else, and the session is added to the provider's calendar automatically. Unbooked hours never create anything — so empty availability doesn't clutter your schedule or skew your class fill-rate.

Tips

• Keep windows generous, not exact. Publish the full span a trainer could work; members fill in the specific times.
• Buffers, not gaps. If a trainer needs turnaround time between sessions, set a buffer on the service (see Offering a personal-training service) rather than carving up the window.
• A booked time is always removed. If a provider is teaching a group class or already has an appointment, that time won't be offered — no double-booking.

Troubleshooting