Creating Appointment Services

Appointment services are designed for enrolling in a private session. Only one client can book an appointment time online with an instructor and they are booked based on the staff member's availability. Clients can book times as needed or bulk enroll themselves in a series. Clients can pay for visits using a plan or pass. Common uses include one-on-ones, consultations, evaluations, lessons, massages, nutrition consulting, and personal training.

Example: A Staff Member is available for clients to schedule a 30 minute 1 on 1 Private Training every weekday from 9am to 11 am.

Who can use this feature?

• Pike13 Plans: ✅Premium, ✅Advanced, ✅Essential
• User Roles: ✅Primary Owner, ✅Owner, ✅Manager, ❌Staff, ❌Limited Staff

Creating a New Appointment Service

1. At the top of any Pike13 page, select Settings then click Services.
   
2. Select + New Service on the right hand side, then click + New Appointment Service.
   
3. Enter the following information:
   1. Name of service
   2. Length of a single appointment session
      1. Appointments can be no shorter than 5 minutes in in length. Setting an appointment length for less than 5 minutes can result in double bookings.
   3. Select interval for when appointments start
   4. Extra time before or after an appointment
   5. Single visit price
   6. Applicable taxes
   7. Price variance based on staff member being booked
   8. Revenue category
   9. Who can buy a single visit - clients, members or staff only
   10. Plans and Passes that clients can use to pay for these sessions
   11. Service category
4. Then click Finish.
5. On the Staff Availability tab:
   1. Add appointment availability for staff members
6. Click on the Details tab to make changes to the initial setup:
   1. Name, length, pricing, etc.
   2. Capacity defaults to 1 and can be modified, however changing the capacity will only let staff know how many additional clients can be added to a scheduled appointment. Increasing the capacity will not allow more than one client to book online.
7. Select Registration to set:
   1. Who can enroll online - clients, members or staff only
   2. Enrollment window for registering online
   3. Enrollment requirements
      1. Plan, Pass or payment method on file if applicable
   4. If clients can enroll themselves in recurring/bulk appointments or only one at a time
      
      Allowing clients to enroll in recurring appointments can allow them to enroll in more service events than they have visits on passes or plans to cover all of their visits.
   5. Special instructions to include in the confirmation email
   6. How many hours before the appointment starts that a reminder email will be sent
   7. Whether to send a notification when a single visit pass is about to expire
8. Select Cancellation to set:
   1. A deadline when clients can cancel online without penalty
   2. Whether clients should pay a fee and/or have a visit deducted if cancelling within set deadline
   3. Edit the default cancellation policy shown to clients
   4. Configure make-up passes if applicable
   5. Cancellation of enrollment via Client or Staff only
9. Select Website Settings to:
   1. Edit visibility of this service to Visitors, Clients, Members or Staff only
   2. Add a service summary or full description
   3. Show the price on your Pike13 site
   4. Show the assigned instructor's name
   5. Show remaining spaces for enrollment
   6. Show the assigned Room name
10. Select Pay Rates to:
    1. Add pay rates for staff when they successfully instruct an appointment.
    2. Note: Pay Rates and Payroll are available to Advanced and Premium Pike13 subscriptions.

Duplicate an Existing Appointment Service

If you need to create a new Appointment type that is similar to an existing one, you can duplicate one instead of creating it from scratch. Once the new Appointment type has been created, you can update its settings to meet your needs.

1. At the top of any Pike13 page, select Settings then click Services.
   
2. Select + New Service on the right hand side, then click + Duplicate Existing Service.
   
3. Select the existing appointment type you wish to duplicate and enter a Name for the new service.
   
4. Click + Create.
5. Add staff availability.
6. Make any other adjustments as necessary.