[Athlete App]: Self-booking Appointments

We’re excited to introduce Self-Booking Appointments, a feature that makes scheduling appointments easier and more convenient for your athletes.

What is Self-Booking?

Self-booking allows athletes to schedule their own appointments directly within the Athlete App—no staff assistance required. This is perfect for services like personal training, consultations, or On Ramp sessions.

Self-booking Appointments must be enabled to allow Athletes to schedule their own appointments. If you do not allow athletes to schedule their own Appointments, no action is required.

How Self-Booking Works

For Gym Owners

  • You enable self-booking on specific appointments
  • You choose which coaches are available
  • Athletes can only book available time slots
  • Credit is required for booking

For Athletes

  • Athletes browse available appointments in the app
  • Select a coach and date
  • Choose an available time
  • Confirm booking
  • Appointment is added automatically

How to Enable Self-Booking

Self-booking is configured in the Appointments section of Kilo GMS.

Step 1: Go to Appointments

  1. Navigate to Events
  2. Open Appointments
  3. Locate the appointment you want to allow self-booking for

You will see a new Self-Booking column in the Appointments table.

Step 2: Self-Booking Toggle

Each appointment includes a Self-Booking toggle.

ON

  • Athletes can schedule this appointment in the Athlete App

OFF

  • Appointment is hidden from athletes
  • All self-booking settings are saved for future use

Turning self-booking off will immediately remove the appointment from the Athlete App.

Step 3: Coach Selection

At least one coach must be assigned for self-booking to work.

Important:

  • Only selected coaches will appear to athletes
  • Athletes can only book times when a coach is available
  • Dates with no availability will be disabled

Step 4: Meeting Interval

The meeting interval setting allows you to create a buffer post appointment.

  • If an appointment is 30 minutes and you select a 60-minute interval, the system will create a 30 minute, post-appointment buffer before the next available time.
  • If a buffer is not necessarily needed, select the exact or closest time to the appointment duration.

Step 5: Minimum Scheduling Notice

Decide how close to an appointment time an athlete can book their appointment.

  • Enter the number and select the proper time domain (minutes/hours/days)

How Athletes Schedule an Appointment in the Kilo App

  • Athletes will view a new Classes and Appointments tabs under Schedule
  • The Appointments tab appears only if:
    • At least one appointment has self-booking enabled for the gym

Note: Athlete's booked appointments appear under My Events. The Appointments tab is exclusively for scheduling new appointments.

How to Schedule an Appointment

  1. Athletes navigate to the Appointments tab
  2. Appointment list is displayed
    1. All Appointment types with self-booking enabled will be viewable
    2. Athletes will not be able to schedule an appointment without a valid credit/package.
No valid credits message.

5. Athlete selects an Appointment type

Appointments list
  1. Athlete selects a coach and a date
    • Only coaches configured in self-booking settings and available for that appointment are shown
    • Dates without coach availability are disabled
Date selection
  1. Upon date selection, the system validates credit for the selected date and appointment
  2. Available time slots are displayed

  1. Athlete selects a time slot and opts to book
  2. Appointment is immediately created with valid credit

Bulk reservations and shared appointments are not supported for athlete self-booking.

For shared appointments one athlete may self-book; additional attendees must be added manually by coach or Owner.

If you have further questions regarding self-booking appointments in Kilo, please contact the Support team at hello@usekilo.com.

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