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Health and fitness industry guide
Health and fitness industry guide

Learn all you need to know on how to take bookings for your health and fitness business.

Jubrine Fortuno avatar
Written by Jubrine Fortuno
Updated over a week ago

Across the health and fitness industry Appointedd provides a solution to many different use cases. Some businesses use Appointedd to take vaccinations, others use our software to take bookings for physio appointments or personal training. Whatever sort of consultation you are looking to offer we can propose a solution.

Getting started


Here at Appointedd, we call bookable calendars resources. Resources are either the person or the space which facilitates your services. In most health and fitness use cases, we find that the resources are the people who will take the consultations. For example, the physio or personal trainer. You can manage your resources here, and learn all about resources here.


You can set up the services you wish to offer customers by going to Setup and clicking on Manage services. In most cases, you will require a standard service, however if you wish to offer a service as two or more parts or offer different prices depending on what option the customer selects then multi-part or multi-tier may be useful. An example service may be a 45 minute physio session which costs £25 and can be conducted by all of your resources. If you would like your customers to book a block of sessions at one time you can do so by using our recurring bookings feature.

Setting up your communications


You can set up email notifications for every transaction a customer has with a booking. You can edit these emails so that they are branded to your business and add HTML headers and footers. Learn more about editing emails here. Sending an email to a customer when they book will give them the confirmation that their booking was successful and give you the ability to communicate should the customer bring any specific items.


Instead of sending your customers emails (or as well as), you may like to send them a text for booking notifications. If you usually communicate through SMS this may seem like the more natural choice. You can learn all about SMS bundles and how they work here.

Reminders and follow ups

We highly recommend that you make the most of our reminders and follow ups functionality as it allows you to send a notification to your customer before and after a booking, helping to reduce no shows and drive repeat custom. For example if a customer has booked a one hour personal training session, you can send them a reminder the day before and then a follow up a week later asking if they would like to re-book. You can set up reminders and follow ups here, and learn all about them here.

Setting up your online booking tools

Booking Page

If you don't have a website for you business, you can use your Booking page instead. This is a webpage which is created when you create an account with Appointedd. If you click on Booking tools and select go to the business Booking Page, you can view your Booking Page and copy the URL to share with your customers to book with you. You can learn all about editing your Booking Page here.

Booking tools

If you have your own website and would like customers to book your services from there, you can then create a booking widget either in embed mode or popover mode (book now button).

Customize your booking flow

You can customize your booking flow to create a streamlined process for you and your customers. For example if you have multiple resources (people who can facilitate services) you may wish to give your customers the choice of which resource they book with. You can do so by turning the toggle for resource selection to on. You may also like set how much notice you require for a booking and how far in advance customers can book with you. You can also ask customers questions at the time of booking such as "What would you like to cover in our session?" etc.

Integrations you may be interested in

Calendar sync

You can sync your resource's external calendar to their resource in Appointedd. By doing so, any events, such as lunch breaks or holidays in their external calendar will be copied over to Appointedd and vice versa. The benefit of doing so is to ensure that you don't become double booked. You can sync calendars or send invites to sync here as well as alter any settings that may be applicable to your business. Learn all about calendar sync here.

Zoom and MS Teams

To offer your services virtually, you may also wish to make use of our Zoom or MS Teams integration.
Learn more about our Zoom integration here.

Learn more about our MS Teams integration here.

Payment gateway

Whether you are offering your service virtually, or in person, you may want to take the payment for the service either in full or as a deposit at the time of booking. This will also help to reduce no shows. Appointedd integrates with three payment providers: Stripe and Square. Here is a guide on starting to take payments through Appointedd.

How to manage your account

Day to day use

This will vary slightly depending on your use case, however once you've set up your account and have started to take bookings, these booking will display on the calendar page within Appointedd. You can then login to Appointedd and view all the bookings made on a particular time and date. If you then click on the booking it will display all the information you will need. The beauty of Appointedd is that once you have set it up to fit your needs, it can work away in the background.

User logins and permissions

If you sync your resource's external calendar with Appointedd then there is no need for them to login to your Appointedd account as any new booking will automatically populate in their calendar. However, if you would like them to have access to the account to update their availability themselves then they can do so once you have added them as a user. Learn all about setting up a user login and the permissions you can assign to it here.

How to measure success

Reporting suite

If you want to quantify the value you're getting from Appointedd you can use our reporting suite to gain an insight. You can see the reporting suite in your account here and learn all about reports here. You may want to know how bookings are being made a week, and what services are most popular out of these bookings. You may also be interested in how many bookings are being made through your booking widgets as this could give an indication if they are placed most effectively.

Example booking tools

Hear what others had to say

“We tried many scheduling systems and could not find one that was simple, flexible, and user friendly for taking bookings online. We also had problems finding a system that had an easy way to accept online payments and was affordable – until we found Appointedd.” Tracy Hockmeyer – Co-founder and Owner, EbbTide Wellness Studio. Read the full story here.

Interested in using Appointedd?

If you like what you've seen and think Appointedd could help power your business, please feel free to explore our functionality by signing up to a free trial.

If you have any feedback we would love to hear it 👂

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