IN BRIEF:
The Appointments feature in iClassPro allows administrators to create and manage one-on-one or group sessions. This article explains how to access and configure appointment settings, including facility availability, services, pricing schedules, and automated communications.

• Overview
• Accessing Appointment Settings
• Step-by-Step Instructions
  • General Appointments Settings
  • Facility Availability Hours
  • Services
  • Pricing Schedules
• Customizing Automated Emails
• Staff/User Group Permissions
• Creating Appointments and Timeslots
• Troubleshooting & FAQs
• Related Articles

Interactive Demos for configuring the Appointments feature can be found in the Education Corner, accessible from the Office Portal's "Welcome" screen. Full details are included in the "Appointments: Setup & Configuration" demo.

Overview

The Appointments feature helps streamline scheduling and management of private or semi-private lessons, evaluations, or other bookable sessions. Administrators can control when appointments are available, define service types and pricing, set up automated reminders, and manage staff permissions to ensure appropriate access.

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Accessing Appointment Settings

Appointment settings are located under SETTINGS>SETUP>APPOINTMENTS SETTINGS in the Office Portal.

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Step-by-Step Instructions

General Appointments Settings

These settings define system-wide behaviors for appointments:

• Apply Blackout Dates to Appointments – Prevents booking appointments on dates included in any Blackout Schedule(s) associated with the appointment’s Program.
  • NOTE: Only Blackout Schedules configured to affect Both (billing and closures) will apply. Those set to Billing Only or Closures Only will be ignored.
• Charge Cancellation Fee – If enabled, the system will charge an additional fee when appointments are canceled. When this setting is enabled, the following additional settings appear:
  • Amount (%/$) – Specifies the amount of the cancellation fee, either as a percentage (%) of the appointment price or a fixed dollar amount ($).
  • Charge cancellation fee for rescheduled Appointments – If enabled, the system will charge a cancellation fee for the original appointment if it is rescheduled. If disabled, no cancellation fee is applied.
  • Cancellation Fee Program – Defines the Program applied to the cancellation fee charge.
  • Cancellation Fee Charge Category – Defines the Charge Category applied to the cancellation fee charge.

Email Reminders and Follow-ups

• Send appointment reminder 'X' days prior to appointment – Sends a reminder email the specified number of days before the appointment.
  • NOTE: Uses the template at SETTINGS>SETUP>GENERAL SETTINGS>COMMUNICATION TEMPLATES>ICLASSPRO>"Appointment Reminder."
• Send appointment followup 'X' days after appointment – Sends a follow-up email the specified number of days after the appointment.
  • NOTE: Uses the template at SETTINGS>SETUP>GENERAL SETTINGS>COMMUNICATION TEMPLATES>ICLASSPRO>"Appointment Followup."

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Facility Availability Hours

Defines when the facility is open and available for appointments. These hours control when timeslots can be created unless staff have permission to Override Appointment Daily Schedule.

• Apply to All copies the specified hours to every day of the week.
  • NOTE: Doing this also enables every day of the week. If your facility is closed or has different hours on certain days, be sure to manually edit and/or disable them.

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Services

A Service defines the purpose or type of appointment. Each appointment is linked to a Service, and this name displays in the Customer Portal/Mobile App in place of the generic "Appointment" label.

Examples:

• General: Private Lesson, One on One, Skill Evaluation
• Specific: Tumbling, Backstroke, Modern Dance

Creating a Service

1. Select Add New Service.
2. Enter a Name.
3. (optional) Add a Description.
4. Select Create.

After creation, you can edit the Service to:

• Upload an image that will appear in the Customer Portal/Mobile App.
• Access a Customer Portal Link that leads directly to the "Appointments" page on the Customer Portal that can be used in communications and marketing.

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Pricing Schedules

Pricing Schedules define how much is charged for appointment bookings. At least one must be created before appointments can be scheduled.

Creating a Pricing Schedule

1. Select Add New Pricing Schedule.
2. Enter a Name.
3. Set a base fee for individual timeslots
   • See below for information about configuring Pricing Schedules for Group Appointments.
4. Select Create.

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Important: Pricing Schedules & Group Appointments

You can define prices based on the number of students allowed per appointment. The amount billed will depend on how the appointment is configured:

• If Group Appointment is enabled for the appointment, billing uses the price defined for the maximum number of bookings allowed—not the actual number booked. Group appointments are always billed to the booking family, who can then invite other students to attend, up to the maximum number of bookings allowed.
  • Example: If the appointment allows up to three bookings and Group Appointment is enabled, the system will charge the booking family the full price in Column 3, regardless of how many students are actually invited to attend.
• If Group Appointment is disabled for the appointment, billing is priced per student.
  • Example: If the appointment allows up to three bookings and Group Appointment is disabled, the system will charge the price in Column 1 for each student who books.

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Customizing Automated Emails

Several automated emails are triggered by appointment-related actions in the Office Portal. These can be customized at SETTINGS>SETUP>GENERAL SETTINGS>COMMUNICATION TEMPLATES>"iClassPro".

Email types include:

• Appointment Booking Request Approved - Sent when a staff member approves an appointment booking request from Online Activity. Includes appointment details.
• Appointment Booking Request Denied - Sent when a staff member denies an appointment booking request from Online Activity. Includes appointment details.
• Appointment Booking Rescheduled (Approved) - An email sent to customers for each rescheduled appointment booking that was approved. Includes the original appointment booking details.
• Appointment Booking Rescheduled (Denied) - An email sent to customers for each rescheduled appointment booking that was denied. Includes the original appointment booking details.
• Appointment Followup - Sent to follow up with the customer 'X' days after a booking has been attended (as defined by the "Send appointment followup 'X' days after appointment" setting).
• Appointment No Show - Sent when a student is marked absent for an appointment.
• Appointment Reminder - Sent to the customer 'X' days prior to the Appointment date (as defined by the "Send appointment reminder 'X' days prior to appointment" setting).
• Invitation for Group Appointment - Sent when a student is invited to attend a group appointment booked by another family.
  • NOTE: This email template will be used for all group appointment invitations, regardless of whether they are sent from the Office Portal or the Customer Portal.
• New Appointment - Sent when a staff member creates an appointment booking. Includes booking details.

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Staff/User Group Permissions

Appointment functionality relies on specific staff permissions.

• PAGE Permissions
  • Appointments Page (None/Full)
• TASK Permissions
  • Appointments (None/View/Full)
  • Own Appointments (None/Full)
  • Delete Appointments (None/Full)
  • Override Cancellation Fee (None/Full)
  • Override Appointment Daily Schedule (None/Full)
  • Override Appointment Rate (None/Full)
• REPORT Permissions
  • Staff Reports
    • Instructor Appointment Schedule (STA-13) (None/Full)
    • Appointment Cancellations/No-Shows (STA-14) (None/Full)
  • Financial Reports
    • Appointment Revenue Report (FIN-25) (None/Full)

Click here for more information about Staff Permissions and User Groups.

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Creating Appointments and Timeslots

Appointments cannot be booked until timeslots have been created.

Click here for full details on creating appointment timeslots.

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Troubleshooting & FAQs

• Why can’t I access the APPOINTMENTS page?
  • The Appointments feature is available only for Elite and Premium subscription plans. If your business is on an eligible plan but you still cannot access it, contact your administrator to verify staff permissions.
• Why can’t I book appointments?
  • Confirm that facility availability, services, and pricing schedules have been configured. Appointments cannot be created until these elements are set up.

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Related Articles

• What is the Appointments Feature?
• What is the APPOINTMENTS Page?
• How Do I Create/Edit Appointments and Appointment Timeslots?
• How Do I Create an Appointment Booking in the Office Portal?
• How Do I Configure Staff Permissions and User Groups?

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