Typically for 1:1 services. Sometimes for small groups. Appointments allow you to set a teacher's custom schedule and make them available to be booked by customers (or not). Restrictions can be placed on which services are available when and where.

For larger groups, we recommend classes.

The basic steps are:

Only if a host makes a board public. If its public, customers will see the schedule on:

To book a recurring series of appts for a customer, click:

Appointments > Schedule > select the board you'd like to book them on, and click any white space below the staff members name.

Then select 'Book recurring' and follow the prompts.

With your permission, customers can now book recurring appointments on their own. You can also control the max number of appointments they can book.

This setting is available at the Service level. This means you can choose to have it on for certain services and off for others. To turn recurring bookings on for any appointment service,

click Appointments > Services > Edit selected service > toggle on Allow recurring booking by customers.

Just above Pricing, you'll find 'Allow recurring booking by customers' > Toggle this on.

Then choose whether to add a maximum number of allowed recurring bookings if you have a cap on how far out customers can book. Ex. customers can only book 3 appointments out.

Customers booking an appointment will now see this 'Book recurring' checkbox as an option.

Note the message that sets their expectations on charges. They'll be charged for the first appt and the remaining appts will be booked as unpaid. For an article on how to take payments for appointments click here.

If they click the checkbox they'll be presented with options to choose:

When the customer books, they'll receive an email like this.

As a host you'll receive an email like this.

To edit the template for the email sent to customers,

click Studio Setup > Transactional Templates > search for the word Multiple and click the template.

Appointments allow you to mark someone as having arrived by checking them in. To do so, just click Appointments > Schedule > locate the appointment.

At the top of the appointment you'll see a toggle to check them in.

To block out a section of time on an appointment calendar, first check that you're viewing the correct calendar.

If its the venue you need to block out, select the venue. If its a specific staff members calendar choose staff > then choose their name.

Time blocks are created by clicking any open white space > selecting 'Time block' in the top right > filling in the prompts.

After a time block has been created, you can distinguish between the two different types of time blocks using these two icons.

A time block booked to all boards shows a crossed out sign.

A block booked to a specific board shows a board icon.

Time blocks can also be set to recur if you know of a teacher's upcoming schedule.

Just set the recurring date / time & the date it ends on. After saving, you'll see a confirmation message.

This can be done by clicking time block in question.

Note that if you are editing an existing time block this will only allow you to edit an individual block, not a series.

If you're goal is to edit a whole series, you'll have the option to delete a whole series and reschedule it.

An appointment slot interval determines how often a new appointment can start on your schedule.

For example, if you set the interval to 15 minutes, appointments can begin at 6:00, 6:15, 6:30, etc. If you choose 60 minutes, appointments can only start at the top of each hour. This setting helps control the flow and timing of bookings and can be adjusted for each board or set as a default for all boards.

Not only that. You can also toggle on "Allow bookings only at a specific time each hour" to indicate that customers are only allowed to book appointments at a specific point in the hour. For instance, at the top of the hour (:00), at half past every hour (:30), etc. All appointments will only be bookable by customers with a start time that fits the requirement.

To find this setting, click on any existing appointment board > click Actions > Edit Board > find the 'Scheduling' section.

You can also set these interval options for all boards at once by heading to Appointments > Actions > Appointment settings.

Buffer times create space between appointments so that appointments aren't back to back. This is to give staff time to prep for the next appointment or complete tasks associated with the appointment that just finished.

Buffer times can be controlled from three places:

Without buffer times, you might have a schedule of back to back appointments, like this.

Buffer times of 15 minutes before and 15 minutes after would result in a schedule that looks like this.

Negative allow you to create a scenario like this, where appointments can overlap.

A buffer time of -15 minutes at the end would mean that the last 15 minutes of the reservation could be overlapped by another appointment.

A buffer time of -15 minutes at the beginning would mean that the first 15 minutes of the reservation could be overlapped by another appointment.

No. A scheduling customer will only see a list of available open times.

A cutoff time prevents last minute bookings of appointments. It ensures your staff have enough time to make it in to teach.

If you set this time period to, say, 60 minutes, this will ensure your instructors will always have at least an hour heads up that they need to be in the studio.

This setting can be calibrated on the Appointment Settings page (pictured below) but can also be overridden at the board level (pictured above) by clicking Appointments > Boards > editing the board > scrolling to Cut-off time (under the section for Checkout).

On the Appointment Schedule page, if a customer has been checked into their appointment, a checkmark will now show in the appointments colored box.

You can hover over a checkmark to see a green check next to someone's name, indicating they're checked in.

An absence of a checkmark indicates the customer has yet to be checked in.

To check someone in, click the appointment and click this 'check-in' icon.

If only one customer has been checked in, a dash will show.

To see who's checked in, hover over the colored box. Below, a green check indicates Connor has arrived. Barney is not yet checked in and lacks a check mark.

To set up your cancellation policy and automatic charges for appointments, go to Settings > Cancellation Policy > Appointments.

From here, you will be able to decide on your cancellation policy for appointments, the Cancellation credit cut-off time and Late cancellation period within that policy, and set up any auto-charge rules that you prefer.

You may already have a default pay rate set up for a teacher when they're teaching classes or appointments. But for certain appointment services, you may want a different default pay rate to be automatically assigned for that teacher.

You can set this exception up by: clicking Appointments > Services > and clicking on the service (not editing it).

This lands you on a page where you can see the current default rate assigned for each teacher. To update the default pay rate per teacher for this service:

click the dropdown menu to the right of the teacher's name > then Edit Pay Rate.

Now, when you go to:

this pay rate will auto-populate as the default.

You can take payment in 4 ways:

You can do this in one of two ways. The reservations page or Point of Sale. POS is fastest if you're goal is to take payment quickly.

To use the Reservations page: Click Appointments > Reservations

From this page you can take payment using the dropdown menus to the right.

From POS, you can tally up all outstanding appointments by adding them to one cart. Just search for the customer > select Appointments and view their outstanding reservations > Add them to the cart > choose payment method.

Yes. And, you can control if this is possible for self serving customers. By default, a payment is required.

When staff are doing the scheduling, an appointment can be booked without requiring payment.

To control if self serving customers need to pay when booking, edit a specific service. (This can only be controlled from a service) by clicking Appointments > Services > editing a service > scrolling to 'Checkout payment options.'

Momence tallies unpaid appointments on a customer's account. These can be paid for later from POS (just select 'Appointments').

Or, customers and pay for unpaid appointments from their Momence customer account.

This can happen when a service doesn't have a setting enabled called 'Price per customer'.

For example, if you have this setting disabled, and the service costs 1 credit, and there are 2 customers booked, they will each pay 0.5 credits.

You'll find this setting from Appointments > Services > edit the service > scroll to Pricing & Customers.

Note that this change will affect all future appointments, and will leave existing appointments as is. This can be cancelled, refunded and rescheduled with the new pricing if needed.

To price appointment services in credits, click Appointments > Services > edit a service using its dropdown menu.

Scroll down to Pricing and update the 'Price in appointment credits' cost.

Customers will first see the price of the service. Near the bottom of the checkout page they'll be presented with the deposit requirement.

Click Appointments > Services > select a service and click Edit > under Pricing > Checkout Payment Options > select Pay Deposit > then choose either Fixed Price or Percentage of the service price.

Then choose whether to require the deposit payment when customers are booking.

Staff that book appointments from the schedule page will see the same 'book & pay' option.

If they've selected a service that requires a deposit, and click 'book & pay,' they'll be presented with a quick sale to take the deposit.

A paid deposit updates the appointment to show as orange.

Click the appointment > to the right of the customer's name, click the dropdown menu > choose Pay Now.

To control when customers receive their SMS or email reminders for upcoming appointments, click Settings > General Setup Scroll nearly to the bottom to Class & Appointment Reminders.

Note that if reminder emails and / or SMS (appointment only) are turned off, these reminders won't be sent.

Email or SMS reminders can be disabled from Studio Setup > Transactional templates > select SMS or Email > choose which reminder to disable > select Disable

From the appointment settings page you'll find at the bottom a toggle that will send you an email every time a new appointment is booked.

To get to your appointment settings > click Settings > Appointment Settings.

You may have forgotten to assign a payrate to the appointment when scheduling it.
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First double-check that this appointment has a pay rate assigned. Assign one if needed, then check that the change is reflected in the upcoming payroll report.

Note: If you are still seeing unexpected behavior at this point, contact our support team at [email protected].

To avoid forgetting to assign a pay rate to each appointment, consider assigning default pay rates to your services (see below).

Yes. You can assign default pay rates to a service for each teacher (i.e., 'for this service, when this teacher performs it, pay them x').

To do this, click Appointments > Services > click the service.

Next to the staff member, click their dropdown > click 'Edit pay rate'.

This pay rate will now auto-fill when scheduling this teacher to perform this service.

The bookable appointment schedule you create in Momence can be displayed right from your website using a plugin.

To install an appointments plugin on your website,

click Studio Setup > Add to Website

Click Appointments > copy the code and paste it to a page on your website builder. Insert the code as an element.

Customers with memberships can click the ‘sign in’ button to book using their memberships. But they won't be able to book the appointment with their membership right from plugin. All customers using the plugin can book right from the plugin using a card.

You can also allow all customers (including those with memberships) to book themselves from the plugin but pay later, enabling them to use their memberships when convenient.

This is possible if you update the service setting (click Appointments > Services > edit the service) to allow for booking without payment. Customers can then book from the plugin and pay later by logging in to use their membership or card on file. f

Customers with unpaid appointments that login to their account will see the following. The drop down menu to the right will allow them to pay.

If a customer is physically at your business and wants to pay in person, just pull up Point of Sale, select the customer, and choose Appointments to see a list of unpaid appointments.

To see a list of all Unpaid Appointments all in one place, click Appointments > Reservations > Filters > update Payment Status to only include Unpaid.

Taking tips allows your customers to show their appreciation for what your instructors do and immediately reward those that are going above and beyond. You can take tips from two places: The Appointment Schedule and POS.

From the Appointment Schedule

To take tips from an appointment schedule page, locate the unpaid appt, click it, then click pay. You'll see an option to add a tip.

From POS

To use the tip feature in POS, add the item first (class, appt, etc), then click Add tip.

This will pull up a pop up that gives preselected amounts for easy tipping. Have the customer select one and it auto-calculates the tip based on the cost of the item. In this case the item cost $60, the tip chosen was 15%, and amount calculated displays $9.54.

After clicking Add to cart, the tip shows as a new line item.

Change the preset percentages shown to the customer

Update your tipping percentage options from Settings > General Set-up > scroll down the bottom where you'll find Tipping.

Tipping amounts will show in the combined payroll report

The Combined Payroll Report has its own tips section down at the bottom of an individual teacher's report.

To see this, click Analytics > Reports > search Combined Payroll > click on a teacher > scroll to the bottom.

And since tips are typically taxed, you can choose the tax rate for tips from Settings > Tax Settings.

You no longer have to manually add a waitlistee to a recently cancelled appointment.

From Settings (bottom left) > Waitlist Settings > Appointments you can now choose how your customers are automatically added from the waitlist.

'Manual' allows staff to reach out to waitlistees for an appointment and book them in.

For example, lets pretend we just received a call from our last customer of the day, Lisa. She needs to cancel. A thin purple line indicates someone has booked onto the waitlist for this time slot, next to Lisa's appointment.

We can cancel Lisa's appointment now and this waitlist place holder will remain. However, with Manual mode, this slot will still be available to the public to book. It is not held for just this waitlistee.

Clicking the waitlistee will pull up this side panel where we can contact the customer, and book them in.

Double Opt-in will text the first person on the list and give them some time to respond before texting the next person on the list. You choose how much time is given.

Once that second person has been texted the first person can no longer book via text and is notified of this if they attempt to.

Fastest fingers first texts all waitlistees about that teacher's open time slot at once. The fastest to reply gets the appointment.

Minutes to Respond: Both Double Opt-in and Fastest Fingers First make use of the following settings:

Fastest fingers first, where everyone gets a message at the same time, you'll be asked to set the number of minutes ALL customers have to respond.

For Double Opt-In, where each customer gets a separate turn to respond, you'll be asked to set the number of minutes EACH customer has to respond.

Cut-off period: This is used to give a newly added waitlistee enough time to make into the appointment they were just booked into.

For example, if your cut-off time is 60 minutes, Momence will stop reaching out to waitlistees about an opening due to a cancelled appointment 60 minutes before that appointment's start time.

Uptime Settings: if you prefer not to bug your customers after hours, you can set the start and stop times here. Momence will respect these boundaries.

Note: If a customer doesn't have a phone number on file, Momence will email them instead. To learn more about waitlists for appointments, click here.

If an existing appointment is:

• cancelled

• rescheduled

• its staff/venue is changed

• or (coming soon) a time block is deleted

If a waitlistee confirms they can make an appointment through one of the automated methods, a reservation is created as unpaid and needs to be settled later on.

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