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What is the Appointments Feature?

IN BRIEF
The Appointments feature in iClassPro allows businesses to schedule private or semi-private lessons with specific instructors. Appointments can be one-time or recurring and include flexible options such as cancellation, rescheduling, and fee handling.

Overview

The Appointments feature is designed for facilities that offer one-on-one or small group lessons outside of their standard class or camp structure. It allows administrators to:

  • Create appointment timeslots assigned to specific instructors.
  • Offer flexible scheduling for customers through the Customer Portal/Mobile App.
  • Configure cancellation and rescheduling options, including optional fees.
  • Track appointments and related revenue using built-in reports.

This feature is particularly useful for private lessons, evaluations, personal training sessions, and other individualized instruction scenarios.

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What Are Appointments?

Appointments are private or semi-private lessons that can occur as a single booking or recur on a set schedule. Each appointment is linked to a specific instructor and can be made available to one or more students depending on how it is configured.

Appointments can be:

  • Private lessons (one-on-one).
  • Semi-private lessons, which may allow:
    • Multiple students to book the same timeslot, or
    • A single student to reserve the timeslot and invite others to join (up to the allowed occupancy limit).

Appointments can also integrate with Punch Passes and support custom cancellation or rescheduling rules.

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How Do Appointments Differ from Classes and Camps?

Appointments differ from other iClassPro offerings in the following ways:

  • Classes are ongoing enrollments.
  • Camps occur for a defined period.
  • Appointments can be one-time or recurring, depending on setup preferences.
  • Appointments allow customer-managed cancellations or reschedules (optional).
  • Appointments can include cancellation fees if configured.
  • Customer Portal/Mobile App displays appointments by Service, similar to how Camps are grouped by Camp Type.

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Where to Configure the Appointments Feature for the Office Portal

To use Appointments, configuration must be completed in the Office Portal.

  • Navigate to SETTINGS>SETUP>APPOINTMENT SETTINGS>GENERAL APPOINTMENT SETTINGS.
  • Configure all related options to determine how the system handles bookings, cancellations, and scheduling preferences.

Click here for full details on configuring the appointments feature options for the Office Portal.

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How to Create Appointments or Timeslots

Once the feature is enabled, you can create appointment timeslots to define when and with which instructor appointments can occur.

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How to Enable and Configure Appointments for the Customer Portal/Mobile App

You can enable appointment booking options for customers by configuring related settings in the Customer Portal/Mobile App.

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How to Create an Appointment Booking

Bookings can be created either from the Office Portal or directly by customers through the Customer Portal/Mobile App.

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How to Create Appointment Tuition Charges

Appointment tuition charges can be created manually or in bulk:

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What Reports Are Available for Appointment-Related Data

You can view appointment data using the following reports:

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Troubleshooting & FAQ

  • Why can’t I access the APPOINTMENTS page?
    • The Appointments feature is only available for Elite and Premium subscription plans.
      • If you have one of these plans and still cannot access the page, contact your system administrator to ensure your staff permissions include access to the Appointments feature.

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Need more assistance?

Customer support is available at 1-877-554-6776 Mon - Fri, 9 am to 9 pm (CT) and Sat, 9 am to 6 pm (CT).