F111: Scheduling PT and Additional Services

April Fisk -

Covers scheduling, approving, consuming, editing, canceling, and other functions related to PT and Additional Services.

  1. Overview
  2. Scheduling a PT Session
  3. Approving a PT Session
  4. Consuming a PT Session
  5. Editing a PT Session
  6. Cancelling a PT Session
  7. Scheduling Outside of Normal Working Hours

Overview
This course covers various functions related to PT and Additional Services, but does not cover the selling of these services.

For information on selling PT and Additional Services, please review course F105.

Scheduling a PT Session

  1. Click Customers > View All, then enter the member's name; this takes you to their member record.
  2. Click on the PT Scheduling tab. You will see all of the member's PT sessions. In the example below, the member has 10 PT sessions, all of which are unscheduled:
  3. To schedule a session, click on the Book link (under the Action column) next to that session. This will open the scheduling calendar:

  1. Double-click the day you wish to book. This will open a window where you will be able to select various options, such as the Fit Pro, the time for the session, and whether you want email confirmations sent to the member and/or the Fit Pro:

  1. Click Save. You will receive a confirmation message that the session was saved successfully. Click OK.

Approving a PT Session

PT Session must be approved after they have been schedule. Follow these steps:

  1. Click Customers > View All, then enter the member's name; this takes you to their member record.
  2. Click on the PT Scheduling tab.
  3. Click on the icon in the Approved column (as highlighted below):

Consuming a PT Session
Once a member has completed a session, it must be marked as "Consumed." The Fit Pro will not receive their commission until this has been done.

  1. Click Customers > View All, then enter the member's name; this takes you to their member record.
  2. Click on the PT Scheduling tab.
  3. Click the Consumed link (under the Approved) column, as shown below: 

  1. The session will then be marked as Completed:

Editing a PT Session
You can edit the date, time, or Fit Pro for a PT Session. Follow these steps:

  1. Click Customers > View All, then enter the member's name; this takes you to their member record.
  2. Click on the PT Scheduling tab.
  3. Click the Edit link (in the Action Column) corresponding with the session you wish to edit:

Cancelling a PT Session
A PT Session may be cancelled after it is booked and before it is consumed. Follow these steps:

  1. Click Customers > View All, then enter the member's name; this takes you to their member record.
  2. Click on the PT Scheduling tab.
  3. Click on the Cancel icon (in the Approved column) corresponding with the session you wish to cancel, as shown in the example below: 

  1. You will receive the option to cancel with penalty (meaning the member will be charged a session), or without a penalty (meaning the session will not be lost, and may be reused).
  2. You may also enter a reason for the cancellation:

Scheduling Outside of Normal Working Hours
If you schedule a session outside of a Fit Pro's normal working hours, you will receive a message asking for specific approval:

If you click OK, the session with the Fit Pro will be booked, even though the Fit Pro does not normally work those hours.

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