Classes & Appointments FAQ

Common questions about managing classes, appointments, and scheduling in Zipper.

Virtual Classes & Appointments

Q: How can I add a Zoom link to confirmation emails for classes?

A: Add your Zoom meeting link (or any virtual meeting link) to the class configuration:

For recurring classes:

1. Go to Dashboard > Calendar > Manage Classes
2. Click on the class you want to edit
3. Scroll to Location section
4. Select Virtual or Hybrid for location type
5. In the Virtual Location field, paste your Zoom meeting link
6. Click Save

For individual class sessions:

1. Go to Dashboard > Calendar
2. Click on the specific class session
3. Click Edit
4. Update Location Type to Virtual or Hybrid
5. Add your meeting link in Virtual Location
6. Save

For appointments:

1. Go to Dashboard > Calendar > Scheduling > Appointment Types
2. Click on the appointment type to edit
3. In the Instructions field (HTML supported), add your Zoom link
4. Or set location type to Virtual and add link in Virtual Location
5. Save

What customers see:

• The virtual meeting link appears in their confirmation email
• The link also appears in reminder emails
• They can access it from their customer dashboard
• The link is visible on their booking confirmation page

Pro tips:

• Use a recurring Zoom meeting link (same link for all sessions)
• Or use a unique link per session if preferred
• Include meeting ID and password if needed
• Test the link in a confirmation email before sending to customers

Q: Can I add instructions or notes about the Zoom link?

A: Yes, use the Instructions field (available for both classes and appointments):

Example:

Join us on Zoom: https://zoom.us/j/123456789

Meeting ID: 123 456 789
Password: wellness2024

Please join 5 minutes early to test your connection.

This text appears in confirmation emails and on the booking page.

Notifications

Q: How do I set up SMS notifications for appointments when booked?

A: SMS notifications are automatic once you enable them. Here's how:

Step 1: Enable SMS notifications at organization level

1. Go to Dashboard > Settings > Notifications
2. Find Appointment Scheduled notification type
3. Enable SMS channel
4. Save

Step 2: Ensure appointment type sends notifications

1. Go to Calendar > Scheduling > Appointment Types
2. Edit the appointment type
3. Notifications are enabled by default (no separate toggle needed)

Step 3: Verify phone numbers

• Customer must have a phone number in their profile
• System sends SMS to their primary phone number
• If no phone number, only email is sent

Who receives SMS notifications:

• Customer: Receives booking confirmation SMS automatically
• Provider/Staff: Receives notification if enabled in their profile

To customize SMS content:

SMS messages are automatically generated based on appointment details. You cannot customize the SMS message itself, but you can customize what information appears by configuring:

• Appointment type name
• Duration
• Location
• Provider name

Q: I am not seeing how to set the notifications for someone who late cancels vs no shows, and the window for automatic enroll for waitlist. Where are these settings?

A: These settings are managed at the class level or timeslot level, not globally:

Late cancellation and no-show notifications:

1. Go to Dashboard > Calendar > Manage Classes
2. Click on the class to edit
3. Scroll to Cancellation Policy section
4. Configure:
   • Refund Window: Hours before class when cancellation is still refundable (e.g., 24 hours)
   • Cancellation Strategy: Choose how late cancellations are handled:
     • Charge fee: Automatically charge late cancellation fee
     • Queue for review: Admin manually decides whether to charge
     • No fee: Allow free cancellation at any time
   • Late Cancellation Fee: Amount to charge for late cancellations
5. Save

Notifications are automatic:

• Early cancellations: Standard cancellation email to customer and instructor
• Late cancellations: Special "late cancellation" email to admins and instructor
• No-shows: Tracked in attendance, notification sent to admins

Waitlist auto-enroll window:

1. Edit the same class
2. Find Waitlist Settings section
3. Configure:
   • Auto-promote waitlist: Enable automatic promotion when spots open
   • Auto-promote cutoff: Hours before class when auto-promotion stops (e.g., 2 hours)
4. Save

For appointments:

1. Go to Calendar > Scheduling > Appointment Types
2. Edit the appointment type
3. Configure same settings under Cancellation Policy

Why these are class-specific:

• Different classes may have different policies (yoga vs. personal training)
• Some classes require stricter cancellation windows
• Flexibility to set different fees per class type

Instructor & Capacity Management

Q: Is there a max for instructors that can be added to a class?

A: Yes, the maximum number of instructors is configurable at the class level or timeslot level:

For classes:

1. Go to Dashboard > Calendar > Manage Classes
2. Click on the class to edit
3. Scroll to Instructors/Staff section
4. You can add multiple instructors (no hard system limit)
5. Each class session can have different instructors assigned

For individual sessions:

1. Click on a specific class session in the calendar
2. Edit the session
3. Add or remove instructors for that session only

Typical setup:

• Most classes have 1-2 instructors
• System allows unlimited instructors technically
• UI supports selecting multiple staff members
• Each instructor can have their own notification settings

Instructor notifications:

• Each assigned instructor receives booking notifications
• Late cancellation emails go to all assigned instructors
• You can disable provider notifications per instructor if needed

Q: How do I limit class capacity?

A: Set the capacity when creating or editing a class:

1. Go to Dashboard > Calendar > Manage Classes
2. Edit the class
3. Find Capacity field
4. Enter maximum number of attendees (e.g., 20)
5. Save

What happens at capacity:

• Online booking closes for that session
• Waitlist opens automatically (if enabled)
• You can still manually add registrations as admin

Product Access

Q: How do I block new purchases of products without affecting existing purchasers?

A: Use the Show in App toggle to hide products from new purchasers while preserving access for existing customers:

Steps:

1. Go to Dashboard > Packages/Products
2. Find the product you want to hide
3. Click to edit
4. Find Show in App toggle
5. Turn it OFF
6. Save

What this does:

• Product no longer appears in your public catalog or website
• Existing subscribers retain full access and benefits
• Active subscriptions continue to renew normally
• Punch card holders can still use their credits
• Product still appears in admin views for management

Use cases:

• Discontinuing a package but honoring existing commitments
• Seasonal offerings (hide during off-season)
• Limited-time promotions that ended
• Testing new packages before full launch

Alternative: Prevent new purchases with timing

For more control, you can also set purchase windows:

1. Edit the product
2. Scroll to Availability section
3. Set Available From and Available Until dates
4. Outside these dates, new purchases are blocked

Note: Currently there's no separate "prevent purchases" toggle with start/end time customization beyond the show/hide functionality and date-based availability. If you need more granular control, combine Show in App toggle with availability dates.