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Modifying or Deleting Appointment Services

You can update the details of an appointment service at any time. However, deleting a service requires all future bookings be canceled first.

In This Article

    Who can use this feature?

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

    Modifying an Appointment Service

    1. At the top of any Pike13 page, click Settings, then Services.
    2. Select the Appointment Service to edit.
    3. Use the tabs to modify specific settings by clicking the corresponding Edit button:
      1. Staff Availability
        1. Click a staff member's name to add dates and times they are available to be booked for this service. You may set available or unavailable hours for each person on a single or recurring basis.
        2. For staff members with availability set, click Change to make necessary modifications to existing schedules.
      2. Details
        1. Appointment name is the name displayed on the schedule.
        2. Appointment length is the default duration for a new appointment, but each one can be customized by Staff. Clients scheduling their own appointments will only be able to book the default duration.
          1. Changing the length will only affect new bookings. Existing appointments on the calendar remain unchanged.
        3. Capacity is only 1 when Clients book appointments, however Staff can add more clients from the Roster.
        4. Single-visit price is the amount a client would pay if they only want to attend one session without a plan or pass. This is typically a slightly higher rate per appointment than if a client purchases a plan or pass. Set the price, applicable taxes, price variability between staff members, revenue category and choose if clients, members or staff may sell/purchase these.
          1. Price changes do not affect past visits marked Complete.
        5. Applicable plans and passes can be configured so that only certain plans or passes may be used for this service. This is commonly used to restrict access to premium services to paying members.
        6. Service category can be used to filter services by website visitors/clients or in the Pike13 Client App.
        7. Applicable rooms can be used in the Schedule or to filter services by website visitors/clients. These are also used to restrict where the appointment may be offered.
      3. Registration
        1. Online registration allows control over what type of customer can enroll themselves online.
        2. Enrollment window for registering online restricts the amount of time before the appointment start time when a client may enroll.
        3. Enrollment requirements may be:
          1. No requirements: the most flexible option for clients
          2. Require credit card: this will not charge the client upfront, but their payment method will be stored so your business may charge them accordingly if they do not have a plan or pass to pay for the service
          3. Require an applicable plan or pass: the most restrictive option, but it ensures the client pays for the service before they enroll
        4. Client recurring enrollments allows clients to enroll themselves on a recurring basis.
        5. Special instructions are emailed to a client after they enroll in the service. These are not displayed on the website.
        6. Reminders allows sending an automated reminder to enrolled clients 24, 48 or 72 hours before the service starts.
        7. Single-visit pass expiration notifies staff and clients if their single-visit pass is about to expire.
      4. Cancellation
        1. Deadline for free cancellation allows clients to cancel their own enrollment without a financial penalty. If they cancel too close to the service start time, there may be a cancellation fee charged to their account.
        2. Cancellation fee can be a separate fee charged to the client, or a visit can be deducted from their plan or pass used to enroll in the service.
        3. Cancellation policy is the text a client will see when trying to cancel their enrollment. This can be auto-generated by Pike13 or customized to meet business needs.
        4. Make-up policy allows issuing make-up passes for clients who miss their appointment. Staff may issue these or clients may issue a make-up pass to themselves when going through the cancellation workflow.
        5. Contact staff to cancel enrollment removes the ability for clients to cancel their own enrollments.
      5. Website Settings
        1. Visibility determines who can see this service on your Pike13 site - Members (logged in with a membership), Clients (logged in without a membership) or Visitors (no logged in).
        2. Service summary describes the class and appears on the website.
        3. Full service description appears when viewing service details on the website.
        4. Show price on homepage allows showing or hiding the service price on the website.
        5. Show instructor name allows showing or hiding the names of instructors teaching a scheduled service.
        6. Show remaining spaces allows showing or hiding the number of spots remaining in a service. This may be customized to only show spots when a certain number or fewer remain.
        7. Rooms maybe shown or hidden from the website when clients are enrolling.
      6. Pay Rates
        1. Click Settings on existing pay rates to modify them. Learn more about Commission.
        2. Click + New Pay Rate to add a pay rate to this service.
        3. Enable or disable Tips from being used for this service.

    Deleting An Appointment Service

    To delete a service, it must have zero upcoming sessions on the schedule.

    1. At the top of any Pike13 page, click Settings, then Services.
    2. Select the Appointment Service to delete.
    3. Click Delete.
      1. Success: If there are no future appointments scheduled, click OK to confirm. The service is removed.
      2. Error: If you see "This service can't be deleted until all upcoming events have been canceled." follow the instructions to delete upcoming scheduled appointments.

    Deleting an Appointment Schedule

    1. At the top of any Pike13 page, click Schedule.
    2. Click the Gear Icon to show Calendar Settings and filters.
    3. Click Services, then click None.
    4. Select the service you are trying to delete. Ensure it is the only one with a green checkmark.
    5. Close the Calendar Settings modal.
    6. Find any remaining scheduled appointments and click on an upcoming scheduled class.
      1. Using the Month view for the calendar may be most helpful if you have trouble finding any remaining appointments.
    7. Click Cancel Appointment.
      1. Recurring Appointments: If prompted, select Cancel this and all future instances to clear the entire series at once. This may need to be repeated for other times that the appointment type is scheduled.
    8. Choose Remove from Calendar (not just "Cancel" which keeps it as a canceled event).
    9. Choose whether to notify clients who are enrolled in the class about this change. Add custom text to the email they will receive if applicable.
    10. Click Finish.
    11. Retry deletion of the service by navigating back to the Service's settings.

    Learn more about how to modify or delete scheduled appointments.