Help CenterTo override your trainers appointment availability, there are three main things you’ll need to do:
- Set up your users’ profiles for appointments.
- Add at least one appointment "service."
- Configure your appointment business settings.
Click HERE for a detailed guide.
Once you’ve met these requirements, go to ADMIN > Business Setup & Customization.
On the Users list page, click “Edit” beside your professional to open their profile.
Scroll down to the appointment availability section, turn on the toggle for “Allow availability override by other users” then hit SAVE.
Note: Turning on the override toggle will allow you and other users to override the professional’s appointment availability while scheduling the appointment. If this is turned off, the professional themselves will have the option to override their availability while scheduling an appointment with themselves as the professional. Additionally, any user with Owner level access would be able to utilize the toggle to schedule for any User available for appointments outside of their normal availability.
That’s it you’re done!
What will happen next?
Once you’re done activating the appointment availability override feature, you’ll see a toggle to display all non-conflicting appointment times outside of the professional’s availability while scheduling the appointment. Turn it on to show all the other start times that are only excluded due to the professional’s set appointment availability.
In the example below, the professional is already booked for Personal Training at 12:00 PM on Wednesday hence 12:00 PM is not on the list when the toggle is turned on. Note that any start times that would cause the professional to be double booked would not display. This includes booked classes, appointments and blocked times.
After choosing the time outside of the professional’s appointment availability, confirm that you're overriding it.
You'll be sent to the payment screen. Depending on if the client has a package purchased, has remaining sessions, or a credit card linked to their account, you can book/charge them directly. In the example below, the client has remaining sessions.
Once you've confirmed their booking, you can head back to the Calendar page and see the booked session on your business calendar page.
Top Questions:
Q: I turned on the override feature but I can’t book the professional on any appointments because there are no work hours set. What should I do?
A: Make sure to add the professional’s work hours on the Users page. To do this, scroll down to the appointment availability section, use the pulldown menus to choose the days of the week and hours the professional is available for appointments, select their appointment services then hit SAVE.
Q: While scheduling the appointment, the excluded start times did not display for a non-owner account while trying to book another professional. What should I do?
A: Make sure that the override appointment availability toggle is turned on for the professional on the Users page. To do this, scroll down to the appointment availability section, turn on the override toggle then hit SAVE. Note that if this is turned off, only the professional themselves and any account with owner-level access will have the option to override their availability while scheduling an appointment with themselves as the professional.
Q: I turned on the override feature and chose to display all non-conflicting appointment times outside of the professional’s availability but the customer’s preferred start time is unavailable. Why is this happening?
A: Any start times that would cause the professional to be double booked would not display. This includes booked classes, appointments or blocked times. The system automatically "deconflicts" the professional’s booked sessions with their set availability. Additionally, Professional profiles are built to be used across multiple businesses. If your professional is affiliated with more than one Fitli business and they’re booked into a class, appointment or blocked time for Business X, the system will know this and make them unavailable for bookings for Business Y on the same time slot.
That's about it! Any questions? Chat with us or send us an email to support@fitli.com.