Setting Availability & Session Preferences
Configure Your Availability and Default Settings:
The Availability tab (Avail. on mobile) on your Calendar page lets you set when you're available for appointments and configure default session preferences like buffer time and session duration.
Setting Availability Rules:
How to Add Availability:
1. Navigate to Calendar page → Availability tab 2. Select a day of the week 3. Set your start and end times 4. Optionally set effective dates (for temporary schedules) 5. Click "Add Availability"
Availability Rules:
• Day of Week - Select which day(s) you're available • Start Time - When you start accepting appointments • End Time - When you stop accepting appointments • Effective Dates - Optional date range for temporary schedules - Leave blank for permanent availability - Set start/end dates for seasonal or temporary schedules
Example:
• Monday: 9:00 AM - 5:00 PM (permanent) • Tuesday: 9:00 AM - 5:00 PM (permanent) • Wednesday: 10:00 AM - 2:00 PM (January 1 - March 31 only)
Session Preferences:
Buffer Time Between Sessions:
• What It Is: Time gap automatically added between consecutive appointments • Purpose: Allows time for setup, notes, equipment changes, or client transitions • Default: 0 minutes (back-to-back sessions allowed) • Options: 0, 5, 10, 15, or 30 minutes
How Buffer Time Works:
• When clients book appointments, the system automatically adds buffer time • Example: If you set 15-minute buffer and have a 9:00 AM appointment: - Next available slot starts at 9:15 AM (if 30-min session) or 9:45 AM (if 60-min session) - Prevents back-to-back bookings without transition time
When to Use Buffer Time:
✓ Equipment Setup - Time to prepare equipment between clients ✓ Note Taking - Time to document session notes ✓ Client Transitions - Time for clients to arrive/depart ✓ Breaks - Built-in rest periods between sessions ✓ Travel Time - If you travel between locations
Default Session Duration:
• What It Is: Default length for new appointments when not specified • Default: 60 minutes • Options: 15, 30, 45, 60, 75, or 90 minutes
How Default Duration Works:
• When creating appointments, this duration is pre-filled • You can override it for individual appointments • Affects how availability slots are calculated • Used by AI scheduling assistant when suggesting times
Setting Your Preferences:
Step 1: Open Session Preferences
1. Navigate to Calendar → Availability tab 2. Expand "Session Preferences" section 3. Adjust settings as needed
Step 2: Set Buffer Time
1. Select buffer time from dropdown (0, 5, 10, 15, or 30 minutes) 2. Changes save automatically 3. Applies to all future bookings
Step 3: Set Default Session Duration
1. Select default duration (15, 30, 45, 60, 75, or 90 minutes) 2. Changes save automatically 3. Used for new appointments
Best Practices:
Availability:
✓ Set realistic availability based on your schedule ✓ Use effective dates for temporary changes (holidays, etc.) ✓ Review and update availability regularly ✓ Consider peak booking times when setting hours
Buffer Time:
✓ Start with 0 minutes if you can handle back-to-back sessions ✓ Add 5-10 minutes for equipment setup or notes ✓ Use 15-30 minutes if you need breaks between clients ✓ Adjust based on your actual needs
Session Duration:
✓ Match your most common session length ✓ Consider client preferences ✓ Factor in buffer time when calculating total time needed ✓ Update if your service offerings change
Service-Linked Durations:
When a client books through the client portal, the available time slots automatically match the session duration defined in their pack, pass, or subscription. For example: • A client with a "45 min PT" pack sees 45-minute slots • A client with a "60 min Membership" sees 60-minute slots • If a client has multiple services with different durations, they can switch between them in the booking modal
The system defaults to the service with the longest session duration. If no service duration is specified, the trainer's default session duration is used.
When trainers create appointments manually, the duration auto-fills from the selected service. Trainers can override it, but a warning is shown when the duration doesn't match the service definition.
Pro Tips:
• Buffer time and session duration work together - a 60-minute session with 15-minute buffer = 75 minutes total per appointment • Availability rules are used by the AI scheduling assistant to suggest optimal times • Capacity utilization calculations account for your availability rules • Clients can only book during your available hours