PT Bookings Setup

This article goes over two options of how to set up Personal Trainers in your gym. The first option of space rental works very well for Staff members within the gym. The second, Service bookings, is specifically for external Personal Trainers that are not set up as staff members.

1. Space Rentals

This is a great option to use for Staff members doing PT in your gym. The benefits of this set up are:

• The gym or staff member (if they have access to the classes, events), can book in from the timetable
• Immediately charges their card on account for a one-off rental
• Can choose set up a space rental pass to book and pay through

Set up a Space

To get started, ensure you have Spaces set up and a space rental £ allocated (ie. PT Space 1 might be £15, Main Gym Floor might be £150).

Add a Pass

When you add the pass, make sure you check the 'space rental' box.

Booking a Space

Staff can book their space through the timetable directly.

If they do not have a pass on their account, they can do a one-off booking (space rental). If they do, they would choose their method of payment as the PT pass on their account.

2. Service Booking

Here is an article fully outlining how to set up a Service. When setting this up for PT's, be sure to only click the 'Customers can book themselves in' box. The benefits of this set up are:

• No need to chase payments, they are automated by the purchase of the PT pass/pack.
• Attendance can be automatically recorded.
• PT books themselves in saving admin time on the gym end.
• Cancellation/no shows penalties or loss of session can be set up.

Set up a Customer

To get started you will need to set up the Personal Trainer as a Customer. This will allow the PT to pay for the space and book their sessions on behalf of their clients.

• Menu -> Customer -> New Customer -> Name of and details of Personal Trainer

Create a 'Staff Member'

This will be used for the booking. This is essentially a dummy staff account.

• Menu -> Staff -> New Staff Member -> 'Name of Space'
• Email: 'gymname+customer1@gmail.com'
• Permissions set to 'Classes & Events'

• Click 'edit' under Availability
• Add in availability for booking each week

Add as many 'dummy' Staff accounts as is required for your space. For an example, if you have 3 spaces available to rent at the same time, you will require 3 dummy accounts.

Create Space for Service

Next you will need a space for the Service to be set up in. If you have a possibility that 3 PT's can book in at the same time, you will require 3 spaces. Here is an article on setting this up.

Add Service & Pass

Here is an article on adding in the Service. And creating a Service Pass. Top things to note for this setup when adding the Service:

• Check 'Customers can book themselves in'
• Leave 'Allow one-offs' blank
• Set your coaches to your dummy staff accounts you have just set up 'PT 1, PT 2 etc'
• Set your spaces up 'PT 1, PT2 etc'
• Check the 'automatically record' box so they aren't required to sign in

Late Cancel Setup

If you have a late cancel policy in place, you can set this up in the system to either lose a session/pass if they cancel in the late window you have set up.

• Settings -> Event Options -> Service Options