The Member Self-Scheduling feature allows staff to create and share booking links so members can schedule appointments on their own. When a member books a time, the system automatically creates an activity, reducing manual coordination. This streamlines scheduling, improves accessibility for members, and keeps all appointments visible in the platform.

Configuration

Staff can set up scheduling links with the following options:

• Duration: Choose how long appointments will last.
• Location type: Select in-person, phone, or virtual/video appointments. Multiple types can be selected for one link.
• Booking rules: Define the minimum notice required for a booking and the maximum number of days in advance a member can schedule.
• Availability by weekday: Set recurring weekly time slots.
• Sharing options: Copy the link manually or share via email or SMS.
• Link management: Enable or disable links as needed.

Creating a Scheduling Link

Before creating a link, make sure you have an activity template ready. Then follow these steps:

1. Open the activity you want to link and click Scheduling in the right menu panel.
2. Click Create New Link.
3. Select the activity template and appointment duration (15–180 minutes).
4. Choose allowed location types (phone, virtual/video, in-person).
5. Enter relevant details for each location type: phone number, URL (including https://), or in-person address.
6. Set booking rules: minimum notice (hours) and maximum booking window (days).
7. Toggle Enable Link on and click Create.

At this stage, the link is created, but no time slots are set yet. Next, define your availability:

1. Set recurring weekly availability and preferred locations for each slot.
2. Save and update your link.

Once availability is set, you can share the link with members. They will choose their preferred location type and a time that works for them, then complete their details.

Member Experience

• Members see only available time slots based on your set availability.
• If the member already exists in the system, the appointment is added to their record if their first name, last name, and phone number match the information already in the system.
• If the member is new, the system automatically creates a profile and links the activity.
• Members receive an email confirmation, and the scheduled activity appears on your dashboard.
• Booked times are automatically removed from availability for other members.

Managing Links

• To disable a link temporarily, toggle it off.
• To remove a link permanently, delete it.
• Rescheduling and cancellations currently require manual handling.