In Gym Lead Machine, there are three main ways to book appointments outside of a user's set availability: via calendars, opportunities, or directly from a contact's profile. Users within the system can also book appointments on behalf of other team members.
Note: Before scheduling custom appointments for others, make sure you have approval from your teammates or the gym admin.
All paths lead to the same appointment pop-up. Start with whichever entry point suits you, then follow the shared booking steps below.
How Do I Book an Appointment via Calendars?
Navigate to Calendars. Go to the Calendars option in the left menu of your Gym Lead Machine account.
Initiate the appointment booking. Click the + New button in the upper right corner.
Select or add a contact. In the pop-up window, search for and select the contact for whom you want to book an appointment. If the contact isn't in Gym Lead Machine yet, click Add new to enter their information.
Choose the correct calendar. Select the appropriate calendar for the appointment.
Assign a team member (optional). To assign a specific team member, use the Team Member field. If left on Calendar Default, the system will display the first available slots for all team members assigned to that calendar. Selecting a specific team member updates the available time slots to reflect their availability.
Select the Custom appointment type.
Set the date and time. For Custom appointments, use the date and time menus to create the desired appointment slot. Remember, all custom appointments default to 30 minutes, so adjust the start and end times if necessary.
Finalize the appointment. Click the blue Book Appointment button at the bottom right of the pop-up to save the appointment.
How Do I Book an Appointment via Opportunities?
Navigate to Opportunities. Go to the Opportunities option in the left menu of your Gym Lead Machine account.
Find the correct opportunity card. Search for or locate the opportunity card for the contact needing the appointment.
Initiate the appointment booking. Click the grey calendar icon at the bottom of the opportunity card.
Click +New Appointment and choose the appropriate calendar type (Meetings, Services, or Rentals).
NOTE: All default GLM calendars will be “Meeting” calendars
Complete Steps 5 through 8 above from How Do I Book an Appointment via Calendars?
How Do I Book an Appointment via Contacts?
Navigate to Contacts. Go to the Contacts option in the left menu of your Gym Lead Machine account.
Find and select the contact. Search for the contact needing an appointment.
Click the calendar icon. Find “Appointments” in the right-hand navigation.
Click +New Appointment and choose the appropriate calendar type (Meetings, Services, or Rentals).
NOTE: All default GLM calendars will be “Meeting” calendars
Complete Steps 5 through 8 above from How Do I Book an Appointment via Calendars?
By following these steps, you can easily book custom appointments for contacts outside of the standard availability in Gym Lead Machine. Remember to coordinate with your team to avoid scheduling conflicts and ensure all members are on the same page.
If you have questions about booking outside scheduled availability in Gym Lead Machine, our Support team is happy to help. Reach us at hello@usekilo.com.