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Scheduled Appointment Settings

Tools -> System Settings -> Scheduled Appointment Settings

1.  Allow Session Increments.  This setting allows you to charge sessions incrementally.  If you sell a full 1 hour session but the client would like to train for 30 minutes, this setting will charge the client .5 sessions instead of 1.  This is a YES/NO setting.

2.  Schedule Matrix Start Time.  This time is the first appointment time that can be scheduled.

3.  Schedule Matrix End Time.  This time is the last appointment time that can be scheduled. 

**Note - If the last time an appointment can be scheduled is 9pm for example, set this time to 10pm.

4.  Schedule Interval Min.  Select 5, 10 or 15.  Ex., if set to 5, allows you to schedule in 5 minute

5.  Schedule Interval Max.  Select 30 or 60.  Ex., if set to 30, allows you to schedule in 30 minute intervals.

6.  Schedule Trainer Category Default.  This setting will set the default Trainer Category on the Schedule Matrix.  This setting is normally set to 'Trainer'.  Default categories are Trainer, Nutritionist, Physical Therapist, Instructor, Massage Therapist, Pro, Fitness Coach

7.  Daily Appointment Auto-Done Enabled.  This setting allows the system to auto-complete any sessions on your calendar.  The auto-complete action also depletes the appropriate sessions from each Member.  This is a YES/NO setting.

**Note - Sessions that are marked as No Show, Late Cancel, No Charge Cancel or EE (Emergency Excuse) prior to the auto-complete will not be affected.  Sessions that are auto-completed can still be un-DONE if necessary and the appropriate sessions will be added back.

8.  Daily Appointment Auto-Done - Process Appointments From:.  Set this to 'Same Day' if you would like your appointments completed the same day they are scheduled or to 'Previous Day' if you would like the appointments completed the day after they were scheduled.  

9.  Daily Appointment Auto-Done - Time of Day to Process:.  Select the time of day you would like the system to complete your appointments.  If you select 'Same Day', select a time that is AFTER the last appointment is scheduled.  If you select 'Previous Day', select a time that is BEFORE your first appointment is scheduled the next day.

10. Daily Appointment Reminders - Email - Time of day to send:.  Select the time of day you would like the system to auto-send email reminders for the Member appointments.

**Note - Please make sure the email reminder is enabled under Functions -> Marketing -> Emails -> Member Appointment Reminder.  The email template may be inactive.

11. Daily Appointment Reminders - Email - Summarize appointments for:.  Select 'Same Day' or 'Next Day'.  This is normally set to 'Next Day'.  

**Note - If you schedule an appointment AFTER the time you reminders are scheduled to be sent, the Member will not receive an email.

12. Daily Appointment Reminders - SMS - Time of day to send:.  Select the time of day you would like the system to auto-send text reminders for the Member appointments.

**Note - Please make sure the text reminder is enabled under Functions -> Marketing -> SMS -> Member Appointment Reminder.  The template may be inactive.  ALSO the enable SMS must be enabled on the Member Details page if the Member would like to receive text messages.

13. Daily Appointment Reminders - SMS - Summarize appointments for:.  Select 'Same Day' or 'Next Day'.  This is normally set to 'Next Day'.  

**Note - If you schedule an appointment AFTER the time you reminders are scheduled to be sent, the Member will not receive an email.

14. "Done" action requires member confirmation - 1-on-1:.  Your member can enter a 4 digit PIN number after a session is completed.  This is an excellent feature to ensure sessions are depleted honestly.  The session cannot be DONE until the member enters their PIN number.  

**To set the member PIN:  Quick Functions -> Members.  Enter member last name or card ID to search.  In the Action column, click 'Confirmation Pin' link.  Ask the member to enter their desired PIN and click the 'Save Confirmation PIN' button.  This link is controlled through Security Settings for Administrators.

15. "Done' action requires member confirmation - Group Training:.  Same as above for Group Training.

16. Member confirmation requires member checkin:.  You will not be able to DONE an appointment if the Member is not checked in.

17. "Done" action requires Trainer confirmation - 1-on-1:.  You will not be able to DONE an appointment unless the Trainer enters their PIN number.

18. Don't allow scheduling or DONEs if money is due:.  When this setting is enabled, the Admin, Trainer or Member will not be able to schedule another session if money is owed on the package.

19. Enable Google Calendar Integration:.  When this setting is enabled, the Admin can integrate Shape's calendar to the Trainer's Google calendar.  It is very important to note, this is a one-way integration.  You cannot schedule to Google to update Shape.  Please see your ShapeNet Coach or submit a Support Ticket for instructions.

20. Member online registration - 1-on-1 cancel cutoff (hours):. Enter in whole numbers how soon before the PT appointment begins that the member is allowed to cancel.

21. Member online registration - 1-on-1 registration cutoff (hours):.  Enter in whole numbers how soon before the PT appointment begins that the member is allowed to sign up.

22. Member online registration - Auto-confirm class registrants:.  Setting this to YES auto-confirms your members into a class.  Setting this to NO allows your Instructors to take roll before the class begins.  This is a useful feature for popular classes.  The instructor can add members from the waiting list when the class begins for any No-Shows not confirmed into the class.  This feature combined with the Auto-Done is a great way to manage classes.

23. Member online registration - check sessions left during add:.  This setting will make sure the member has enough sessions left to schedule an appointment.

24. Member online registration - class cancel cutoff (hours):   Enter in whole numbers how soon before the class begins that the member is allowed to cancel.

25. Member online registration - class registration cutoff (hours):  Enter in whole numbers how soon before the PT appointment begins that the member is allowed to sign up.

**Note - If you have weekend classes or popular classes that require different registration cut-off times, you can set these in the Class Type.

26. Member online registration - class registration requires service package:.  If this setting is set to NO, your member can register for a class without a service package.

27. Member online registration - Notify Trainer by SMS:.  When this setting is set to YES, your Trainers will be notified when a member registers for PT or a class online.

28. Member online registration - Display Instructor:.  This allows you to display the Trainer/Instructor name for PT or Class scheduling.

29. New Drag and Drop Scheduler:.  YES/NO.  The drag and drop scheduler allows you to pick up and move an appointment from one time to a different time or from one trainer to a different trainer.  This is for SAME DAY appointments only.  To move appointments from one day to another, use the SWAP feature.  The bulk move appointments, use the MOVE feature.

30. New Drag and Drop Scheduler minimum Time Slot (in minutes):.  This setting allows you to schedule appointments on the 1/2 hour or quarter hour. (15 or 30).

31. New Drag and Drop Scheduler Display Time on Schedule (in minutes):.  This setting will display the additional timeslots on the scheduler. (7:15, 7:30 etc.)

32. Non-Member online registration - Display Instructor:.  When this setting is set to NO, your Instructor names will not display on the calendar for non-members.

33. Scheduled Appointment Admin Action - Check sessions left during add:.  When this setting is set to NO, you will be able to schedule your member out into the future for more appointments than they purchased.  This is an excellent feature for members who like to commit to the same days and times.  The purchased package should have an auto-close action 'Roll at Zero sessions'.  When the last session is used on an appointment, a new package will open that will be used for the remaining scheduled sessions.  An open balance will be created for the member.

34. Scheduled Appointment Admin Action ‑ SMS notify member of adds and drops:  Set this to YES to send text messages to your members to notify the of new appointment adds or cancels.

35. Scheduled Appointment Admin Action ‑ SMS notify member of processing actions:  Set this to YES to send text messages to your members to notify them of a completed session.

36. Scheduled Appointment Admin Action ‑ SMS notify trainer of adds and drops:  Set this to YES to notify trainers of new appointments adds or cancels.

37. Scheduled Appointment Admin Action ‑ SMS notify trainer of processing actions:  Set this to YES to nofify trainers of completed sessions.

38. Scheduled Appointment Search By Card ID: If enabled, you will search for Member by Card ID instead of Last Name when scheduling an appointment.

39. Show Header Links When Scheduling or Completing Appointment: 

40. Undo Action:. If this is disabled, you will not be able to 'Undo' an appointment.

41. Amount Of No Shows: Select the number of No Shows that will generate a report on Member No Shows.  The default is '3'.

42. Prorate Class Series:  Setting this to YES will allow you to sell your Program Class Series after it has begun and automatically prorate the price.  

 

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