Appointments Capabilities
Set up flexible appointment scheduling with customizable availability, multiple payment options, and seamless booking experiences. Configure provider schedules, manage appointment types, handle bookings and cancellations, and provide customers with easy online booking—all while maintaining full control over your availability and pricing.
Overview
Appointments allow you to set up provider schedules with customizable availability windows and appointment types. Customers can book appointments online, choose from multiple payment options, and receive automatic confirmations. Manage your schedule with date overrides, handle cancellations with flexible refund policies, and track appointments across multiple providers and locations.
Core Features
Provider Schedule Management
| Feature | Description | User Benefit |
|---|---|---|
| Schedule Configuration | Set up availability schedules for each provider | Control when each team member is available for appointments |
| Multiple Availability Windows | Define different availability for different days/times | Accommodate varying schedules (e.g., mornings only, specific days) |
| Date Overrides | Block out specific dates or adjust availability temporarily | Handle holidays, vacations, or special events without changing your whole schedule |
| Appointment Types | Create different appointment types with unique settings | Offer consultations, private sessions, intro classes, and more with different durations and pricing |
| Recurring Availability | Set up weekly recurring availability patterns | Define your schedule once and it repeats automatically |
| Timezone Support | Set timezone per provider for accurate scheduling | Ensure appointments display correctly for your location |
Appointment Type Configuration
| Feature | Description | User Benefit |
|---|---|---|
| Custom Duration | Set different durations for each appointment type | Offer 30-minute consultations, 60-minute sessions, or custom lengths |
| Multiple Payment Options | Configure free, paid, punch card, or subscription access | Give customers flexibility in how they pay |
| Pricing Control | Set different prices for different appointment types | Charge appropriately for different service levels |
| Form Requirements | Require customers to complete forms before booking | Collect waivers, health information, or intake forms |
| Location Assignment | Assign appointment types to specific locations | Organize home visits, studio sessions, and online appointments |
| Provider Assignment | Assign appointment types to specific providers | Control which team members offer which services |
Booking Management
| Feature | Description | User Benefit |
|---|---|---|
| Online Booking | Customers can book appointments through your site | Reduce phone calls and allow 24/7 booking |
| Guest Booking | Allow customers to book without creating accounts | Reduce friction for first-time customers |
| Authenticated Booking | Logged-in customers can book and manage appointments | Provide better experience for returning customers |
| Real-Time Availability | Show only available time slots to customers | Prevent double-booking and confusion |
| Booking Notifications | Automatically notify customers and providers | Keep everyone informed about new bookings |
| Booking Confirmation | Send confirmation emails with appointment details | Reduce no-shows with clear communication |
Payment Options
| Feature | Description | User Benefit |
|---|---|---|
| Free Appointments | Offer appointments at no charge | Attract new customers or provide consultations |
| Credit Card Payment | Accept one-time payments at booking time | Get paid upfront for services |
| Punch Card Access | Allow customers to use credits from purchased passes | Sell multi-appointment packages |
| Subscription Access | Grant free or discounted access to subscription holders | Reward members with included appointments |
| Multiple Payment Methods | Enable multiple payment options per appointment type | Give customers flexibility in how they pay |
| Payment Link Generation | Generate secure payment links for booking flows | Accept payments even when customers aren't logged in |
Cancellation & Refunds
| Feature | Description | User Benefit |
|---|---|---|
| Flexible Cancellation | Customers and providers can cancel appointments | Handle schedule changes easily |
| Bulk Cancellation | Cancel multiple appointments at once | Efficiently handle schedule changes or provider absences |
| Refund Control | Choose whether to refund when canceling | Handle exceptions and special circumstances |
| Automatic Refund Processing | Process refunds automatically based on policy | Clear policy that customers can rely on |
| Punch Card Credit Restoration | Automatically restore credits when refunding | Credits return to customer's account automatically |
| Refundability Check | Check if an appointment is eligible for refund | Understand refund status before canceling |
| Cancellation Fee Charging | Charge cancellation fees using parent payment methods for family accounts | Enforce cancellation policies across family accounts |
| Cancellation Notifications | Automatically notify customers when appointments are cancelled | Keep customers informed about schedule changes |
Location Management
| Feature | Description | User Benefit |
|---|---|---|
| Physical Locations | Create and manage physical appointment locations | Organize home visits, studio sessions, and office visits |
| Virtual Locations | Set up online/virtual appointment locations | Offer remote appointments with meeting links |
| Location Types | Choose between physical, virtual, or hybrid | Support all your appointment formats |
| Appointment Type Mapping | Map appointment types to specific locations | Control which services are available at which locations |
| Public Location Listing | Show available locations to customers during booking | Help customers choose the right location |
Customer Experience Features
| Feature | Description | User Benefit |
|---|---|---|
| Calendar Integration | Generate ICS calendar files for appointments | Customers can add appointments to their calendars |
| Google Calendar Links | Provide deep links to add appointments to Google Calendar | One-click calendar integration |
| Mobile-Friendly Booking | Responsive booking experience on all devices | Customers can book from phones, tablets, or computers |
| Anonymous Booking | Allow customers to book without accounts | Reduce barriers to first-time booking |
| Booking Success Pages | Customize what customers see after booking | Provide next steps or important information |
| Email Reminders | Automatically send reminder emails before appointments | Reduce no-shows with timely reminders |
Key Capabilities
Schedule Flexibility
| Capability | Details |
|---|---|
| Multiple Availability Patterns | Set different availability for different days of the week or time periods |
| Date Overrides | Block out specific dates or adjust availability temporarily without changing your whole schedule |
| Recurring Schedules | Define weekly patterns that repeat automatically |
| Provider-Specific Schedules | Each provider can have their own unique availability |
| Availability Windows | Set start and end times for each availability period |
Payment Flexibility
| Capability | Details |
|---|---|
| Multiple Payment Methods | Accept credit cards, punch cards, subscriptions, or offer free appointments—all in one system |
| Dynamic Pricing | Set different prices for different appointment types |
| Product Integration | Link appointments to punch card products so customers can use their passes |
| Subscription Benefits | Grant automatic access or discounts to subscription holders |
| Payment Processing | Secure credit card processing through Stripe integration |
| Family Payment Methods | Parents/guardians can use their saved payment methods to pay for children's appointments |
Booking Control
| Capability | Details |
|---|---|
| Real-Time Availability | Only show available time slots to customers, preventing double-booking |
| Form Requirements | Require customers to complete custom forms before booking |
| Guest-Friendly | Allow booking without requiring account creation |
| Booking Windows | Control how far in advance customers can book |
| Provider Notifications | Automatically notify providers when appointments are booked |
Cancellation Handling
| Capability | Details |
|---|---|
| Flexible Cancellation | Both customers and providers can cancel appointments |
| Bulk Operations | Cancel multiple appointments efficiently when schedule changes |
| Refund Control | Choose whether to refund when canceling, with automatic processing available |
| Credit Restoration | Automatically restore punch card credits when refunding |
| Refundability Check | Check if an appointment is eligible for refund before canceling |
| Cancellation Fee Charging | Charge cancellation fees using parent payment methods for family accounts |
| Cancellation Notifications | Automatically notify customers when appointments are cancelled |
Customization Options
| Option | What Users Can Customize |
|---|---|
| Availability Schedule | Set different availability for different days/times, with date overrides |
| Appointment Types | Create multiple types with different durations, pricing, and requirements |
| Pricing Strategy | Free, paid, punch card, subscription, or combination of options |
| Form Requirements | Require custom forms (waivers, intake forms) before booking |
| Location Settings | Physical address, virtual meeting link, or hybrid options |
| Provider Assignment | Assign appointment types to specific providers |
| Notification Settings | Enable/disable confirmation and reminder emails |
Limits & Constraints
| Limit | Details |
|---|---|
| Availability Windows | Set multiple availability periods per day; no system-wide limit |
| Appointment Types | Create unlimited appointment types per provider |
| Booking Window | Control how far in advance customers can book; configurable per appointment type |
| Date Overrides | Unlimited date overrides can be added to block or adjust availability |
| Locations | Create unlimited locations and map them to appointment types |
| Payment Options | Multiple payment methods can be enabled per appointment type |
Advanced Features
Appointment Management
| Feature | Description | User Benefit |
|---|---|---|
| Search & Filter | Search appointments by provider, customer, date range, or status | Quickly find specific appointments |
| Recent Appointments | View recent appointments across providers | See what's coming up at a glance |
| Appointment History | View past appointments for customers or providers | Track service history and patterns |
| Status Tracking | Track appointment status (pending, confirmed, completed, canceled) | Monitor appointment lifecycle |
| ICS Generation | Generate calendar files for appointments | Easy calendar integration |
Provider Tools
| Feature | Description | User Benefit |
|---|---|---|
| Schedule Overview | View all appointments for a provider in calendar view | See full schedule at a glance |
| Availability Computation | System calculates available time slots automatically | No manual calculation needed |
| Bulk Operations | Cancel or update multiple appointments at once | Efficiently handle schedule changes |
| Provider Dashboard | View upcoming appointments and availability | Manage schedule effectively |
Customer Tools
| Feature | Description | User Benefit |
|---|---|---|
| Customer Dashboard | View upcoming appointments and booking history | Manage appointments in one place |
| Self-Service Cancellation | Customers can cancel their own appointments | Reduce support requests |
| Rescheduling | Update appointment times when needed | Handle schedule changes easily |
| Payment Management | View payment history and manage payment methods | Track spending and update payment info |
Integration Capabilities
| Integration | What It Enables |
|---|---|
| Payment Processing | Accept credit card payments through Stripe |
| Family Payment Methods | Parents/guardians can use their saved payment methods to pay for children's appointments |
| Email Notifications | Send automatic confirmations and reminders |
| Calendar Systems | Generate calendar links for customer integration |
| Forms System | Require custom forms during booking |
| Product Catalog | Link appointments to punch card products and subscriptions |
| Customer Portal | Customers can view and manage their appointments |
| Location Services | Map appointments to physical or virtual locations |