All staff can use the calendar to book users in for appointments no matter their role. An appointment can be booked on any view of the calendar except for the class view.<callout-component color="Yellow">When booking clients in via the Staff Web Portal payment is not automatically collected no matter the settings of the <a href="https://gymflow.featurebase.app/en/help/articles/9094481-appointment-types" data-organization-id="64c6a83e85ab4ae417fb2806" data-help-center-id="fsncnp0ch7adw39s" data-slug="9094481-appointment-types" data-article-id="9094481" data-locale="en" data-hash="">Appointment Type</a>, this is to give flexibility but dont forget to <a href="https://gymflow.featurebase.app/en/help/articles/9094710-collect-payment-for-an-appointment" data-organization-id="64c6a83e85ab4ae417fb2806" data-help-center-id="fsncnp0ch7adw39s" data-slug="9094710-collect-payment-for-an-appointment" data-article-id="9094710" data-locale="en" data-hash="">collect the payment. </a></callout-component><h2 id="h_595f8d0518">Book an Appointment</h2>Staff can book appointments on behalf of members by following these steps:<ol><li>Head to Calendar </li><li>Click anywhere on the calendar and select Appointment</li><li>Select the user, appointment type and host</li><li>Select Apply to save the appointment</li><li>Potential Step: If the host is not available you will get a warning to confirm the booking</li></ol><img data-featurebase-content-key="64c6a83e85ab4ae417fb2806/article/68a4820b1454ff9403caa9d7/0198c29b-fbf6-7a35-9e9a-ae2beba22f51/b64u-MDE5OGMyOWItZmJmNi03YTM1LTllOWEtYWUyYWY3MmRlZmQ1.gif" width="800" height="487" src="https://64c6a83e85ab4ae417fb2806.featurebase-attachments.com/c/article/68a4820b1454ff9403caa9d7/0198c29b-fbf6-7a35-9e9a-ae2beba22f51/b64u-MDE5OGMyOWItZmJmNi03YTM1LTllOWEtYWUyYWY3MmRlZmQ1.gif?X-Amz-Expires=3600&amp;X-Amz-Date=20260129T190000Z&amp;X-Amz-Algorithm=AWS4-HMAC-SHA256&amp;X-Amz-Credential=DO801TYC4FCVNNEKURKM%2F20260129%2Ffra1%2Fs3%2Faws4_request&amp;X-Amz-SignedHeaders=host&amp;X-Amz-Signature=8cf05af995b59476d870738895161c4a1a0a4c524b74f746acc477a3035bda16" data-featurebase-content-filename="0198c29b-fbf6-7a35-9e9a-ae2af72defd5">

Learn how to book a user in for an appointment.

Book an Appointment

Isaac Buchanan

The ultimate overview of everything you need to get started!

Getting Started

Everything you need to setup your business on Gymflow for the first time.

Getting Started with Gymflow 🚀

Explore the different membership types you can create and sell.

Getting Started With Memberships 💳

Learn how to create and manage booking packs in Gymflow.

Getting Started With Credit Packs 📦

Learn how to set up your calendar and start to take bookings.

Getting Started With Classes 💪

Learn how to accept bookings for personal services and room rental.

Getting Started with Appointments 🧘‍♀️

Learn how to maximise sales by capturing, promoting and tracking your leads.

Getting Started With Leads

Learn how to apply custom branding and use links or embeds to enable online sales and bookings.

Getting Started With Website Links & Embeds 🔗

Anna Gertsen

Create and manage your products and services. 

Products & Services

Creating Memberships

Understand the different membership options possible.

Membership Types

Build your membership offering and start selling memberships.

Create a Recurring Membership

Create pre-paid memberships, sometimes known as paid-in-full or passes.

Create a Pre-Paid Membership

Sell a discounted or free trial membership to generate more leads.

Create a Trial Membership

Adjust existing membership pricing, descriptions and billing.

Edit an Existing Membership

Add or remove a joining fee to a membership.

Add or remove a joining fee

Include booking rights for classes and appointments (credit packs) with a membership.

Add or remove a membership inclusion

Clean up your memberships lists by deleting or disabling a membership.

Delete or Disable a Membership

Learn how recurring membership billing works.

Membership Billing

Membership Billing Overview

Learn how to change a membership billing date.

Change the billing date of a Membership

Write off an overdue or upcoming membership payment.

Write off an overdue invoice

Make a one-off change to the cost of an upcoming membership payment.

Apply a credit to an Invoice

Change the price of a recurring membership after it's been sold.

Adjust the Price of a Membership

Collect an overdue invoice

Learn how Gymflow helps you manage failed payments.

Manage Failed Payments

Learn how to implement failed payment fees to reduce overdue payments and increase revenue. 

Late Payment Fees

Learn what the most common reasons payments fail are

The most common reasons payments fail

Managing Memberships

Read about the different membership statuses and what they mean.

Membership Status Definitions

Learn how to cancel immediately or schedule a membership cancellation.

Cancel a Membership

Learn how to upgrade or downgrade a membership.

Change a Membership

Learn how to pause or schedule a pause for a membership.

Pause a Membership

Learn how you and your members can resume their membership.

Resume a Membership

Learn how to expire a pre-paid membership or trial or change its expiry date.

Change the expiry date of a Membership

Learn how to offer couples and family memberships.

Share a membership with another user

Learn how to renew or change a memberships contract expiry date.

Change the contract end date of a Membership

Learn how to change the start date of a pending membership.

Edit the start date for a Pending Membership

Find out where you can view a memberships agreed terms.

Update or View the agreed terms for a membership

Allow members to cancel, upgrade or downgrade their subscription from the members app or customer portal.

Self Service Membership Management

Learn how you can waive the membership pro-rata payment

Waive Membership Pro-Rata Payment

Creating Credit Packs

Understand how credit packs work to book classes and appointments and whether they're suitable for your gym.

Credit pack overview

Build your credit packs to allow users to buy class packs and book classes.

Create a class package

Build your credit packs to allow users to buy appointment packs and book classes.

Create an appointment package

Control what classes a user can book using credit packs and class categories.

Class categories

Control what appointments a user can book using credit packs and appointment categories.

Appointment categories

Edit Credit Packs

Clean up and manage your credit packs by hiding and unhiding them.

Disable or enable a credit pack

Manage credit packs after they've been sold.

Manage Credit Packs

Tracking Credit Usage

Adjust a credit pack

Expire a credit pack to remove it from use.

Expire a credit pack

Learn how to re-activate an expired credit pack.

Reactivate an expired credit pack

Change a credit pack's expiry date

Learn how to enable, sell and redeem gift vouchers

Gift Vouchers

Learn how to enable gift vouchers for your club.

Enabling Gift Vouchers

Learn how you can sell gift vouchers from the staff and customer areas.

Selling Gift Vouchers

Redeeming Gift Vouchers

Learn how to track all the vouchers sold at your club.

Tracking Redemptions

Learn how to create products and manage inventory. 

Products

Create and edit products in order to generate revenue from joining fees, merchandise, food, drink and much more.

Create or edit a product

Clean up your product list by disabling products you no longer need.

Disable or enable a product

Create a custom charge and then charge this to a user and take payment.

Custom charges

Offer class and appointment bookings and manage everything from the calendar..

Calendar & Bookings

Learn to create and manage a class schedule, accept bookings and manage check ins.

Classes

Create your class options that you will add to your schedule.

Create Your Class Types

Create spaces used for accepting bookings for classes or appointments.

Create Your Facilities

Control how far in advance users can book classes and noticed required to cancel.

Class Booking Rules

Find out how to charge for late cancellations and no-shows to improve attendance and boost revenue.

Late Cancellations

Increase class attendance and revenue by charging members a fee when they don't show up for a class.

No Shows

Schedule Classes

Cancel A Class

Learn how to manage users bookings and take attendance.

Manage Class Attendance

Use waitlists to maximise class attendance. Automatically book users into a class if a spot becomes available.

Class Waitlists

Track your users efforts and provide rewards and recognition

Class Milestone Tracking

Learn how users can check themselves into classes using the self check-in kiosk.

Self Check-In Kiosk

Learn how staff can add users to event or class manually, if the user hasn't booked themselves in.

Add Users to a Class

Learn how to send email or SMS to class participants

Communiсate with class participants

Learn how to create appointment types to offer users and how to manage appointment bookings and payments.

Appointments

Cancel, reschedule and record attendance for a booked apppointment.

Manage An Appointment Booking

Collect payment, either in currency or credits, for an unpaid appointment.

Collect Payment For An Appointment

Learn how to view your availability whilst scheduling.

View Your Availability On The Calendar

Decide who will host appointments and when. Block time out in your diary for holidays and other events.

Set Appointment Availability for Staff

Decide which spaces will be available for appointment bookings and when.

Set Appointment Availability for Facilities

Learn how to block add hoc time off from your regular availability.

Block Staff Time Off

Learn how to block facilities for add hoc times.

Block Facility Time

Learn how to create your appointment options available for booking/purchasing

Appointment Types

Generate leads, run promotions and sell your products and services.

Sales & Marketing

Start capturing leads and running a sales pipeline to increase sales.

Capture & Manage Leads

Learn about leads and how you can use them to grow your business.

Leads Overview

Learn how leads land in your Leads pipeline

How Leads Enter Your Gymflow Pipeline

Learn how to use Gymflow's "Contact Us" form to capture leads

Capture leads with the "Contact Us" form

Learn how to add a lead to the Leads pipeline

Add a lead manually

Build a bespoke sales pipeline to track the status of your leads.

Lead Pipelines

Learn how to manage your leads for the best sales performance.

Manage Leads

Learn how to covert leads into regular users.

Converting Leads

Learn how to create and understand your lead sources.

Lead Sources

Learn how to add an automatic email response to new lead submissions.

Add An Automated Response

Bulk Change Lead Statuses

Learn how to sell memberships, credit packs and products.

Sell Your Products & Services

Learn how to create a custom link that allows a user to pay only for a specific membership or credit pack.

Create a Payment Link for a Specific Membership or Credit Pack

Learn how to sell anything from the staff web portal.

In Club Sales

Learn how to setup members only products and services.

Members-Only Offerings

Launch promotions and track their effectiveness 