Personal Training

Offerings

An offering is a pack you sell, such as 10 one-to-one sessions of 60 minutes for £400. Owners and managers create offerings from PT offerings in the menu. Each offering sets:

• Format: one to one, or small group with a set number of people per session (2 to 20)
• Session length: 15 to 240 minutes, in steps of 5
• Number of sessions in the pack, and its price
• Expiry: a number of days from purchase, or no expiry
• Free cancellation: how many hours before a session a member can cancel and get the session back
• Trainers: which staff deliver the offering. At least one is needed

Changing an offering affects only packs sold from then on and sessions not yet booked. The format cannot be changed once a session exists for the offering. An offering you archive is no longer for sale, but packs already bought keep their sessions.

Selling Packs

A pack can be bought in two ways:

• By card: the member opens Personal training in their account, chooses a pack and pays through Stripe Checkout. Their sessions appear once Stripe confirms the payment. Packs under Stripe's minimum card charge can only be sold at the desk
• At the desk: owners, managers and front desk staff sell a pack from the member's page and record how it was paid (cash, card at the desk, bank transfer, other, or complimentary)

Trainers cannot sell packs. A desk sale can be reversed while none of its sessions has been used or booked. Otherwise, refund part of the sale instead, which takes back the unused sessions.

If a card payment is disputed, the pack's unused sessions are on hold until the dispute is settled. Booked sessions stand. A refund or a lost dispute takes back only the unused sessions, not the ones already used or booked.

Trainer Availability

Availability is the time a trainer offers for personal training. Under Personal training, then Availability, you can publish:

• Weekly windows: for example, Monday from 07:00 to 10:00, optionally starting and ending on a date
• One-off windows: on a single date
• Blocked days: one day, or a run of days up to a last day, when a trainer is not available

Owners and managers can publish availability for any trainer. A trainer publishes their own. Changing availability never moves or cancels a session already booked.

Members can only book inside published availability. A one-to-one session fills the window from its start, one session length after another, and a slot is hidden when the trainer is already booked. Staff can book outside availability too; the booking page shows when a time is outside it.

Booking Sessions

Booked by staff

• Open Personal training and press New session
• Choose the offering, the trainer, the date and time, and the member. The review page shows any clash and which of the member's sessions the booking will use, with the date that pack ends
• Owners, managers and front desk staff can book any trainer. A trainer can book only their own sessions
• A group session can be created empty and members added up to its capacity

Booked by members

• Members book from Personal training in their account, for an offering they have sessions left in
• They can book at least 12 hours ahead and up to 28 days ahead, in a published slot
• In a group offering they can join a session that is still going ahead and has a place left
• The trainer is emailed when a member books or cancels their own session

Clashes

A member cannot hold two overlapping sessions, nor a session and a class booking at the same time. A trainer cannot be booked into two overlapping sessions, nor into a class they are teaching. Back-to-back sessions are allowed. A refusal names the member, the session that clashes and its time.

Cancelling and Moving

A member can cancel a session at any time before it starts. Cancelling before the offering's free-cancellation period (its hours before the session) puts the session back into the pack. Cancelling later uses it. Staff cancelling a booking follow the same rule. A session cannot be cancelled once it has started, and the confirmation page says which outcome applies before the member presses cancel.

Owners, managers and the session's trainer can move a session to another time, or to another trainer for owners and managers. Moving a session does not use or return any sessions. If a session is moved, members who booked it before the move can cancel it and get their session back, even inside the free-cancellation period.

Owners, managers and the session's trainer can cancel a whole session. Each booked member is told, and their session goes back into their pack. Closing the gym on a day also cancels that day's personal training sessions. For expired packs, a session the gym cancels extends the pack by 14 days.

Attendance and Settlement

After a session starts, its roster offers Attended and No show for each member. Owners, managers, front desk staff and the session's trainer can mark attendance. Marking attendance does not change the pack: the session was already used when it was booked.

A member still marked as booked 48 hours after the session ends is settled as attended automatically, with no one named as having marked it.

Giving a Session Back

A session that was attended, missed or cancelled late can be given back to the pack by hand, for example after a mistake at the desk or an injury. Owners, managers and the session's trainer can do this, up to 30 days after the session. A reason is required and is recorded in the activity log.

A pack that has since expired is extended by 14 days when a session is given back to it.

Emails

• Members are emailed when a session is booked, moved or cancelled, whether by them or by staff, and when the gym cancels a session. They also get a reminder about a day before a session
• Packs about to expire: 14 days before a pack ends, a member with sessions left is emailed once. Packs bought less than 14 days before they end get no notice, and nor do packs on hold
• Trainers are emailed when a member books or cancels a session themselves

Staff pages say whether the member will be emailed, and do not promise an email the member cannot receive.

Outstanding Sessions Report

Owners and managers see Outstanding sessions under Personal training. For each offering it shows:

• Sessions to deliver: sessions left in packs plus sessions booked and not yet held
• Value: what was paid for those sessions, less any refund or lost dispute, shared equally across the sessions the pack still delivers
• On hold: sessions in packs whose card payment is disputed. These have no value in the report until the dispute is settled

Packs past their expiry date are left out, as their unused sessions can no longer be booked.

Access & Permissions

• Owners and managers: create and archive offerings, publish availability for any trainer, book and move sessions, cancel sessions, give sessions back, and see the outstanding report
• Trainers: publish their own availability, and book, mark, move, cancel and give back sessions only for their own sessions. They cannot sell packs or see the outstanding report
• Front desk: sell packs at the desk, book members, cancel bookings and mark attendance. They cannot move or cancel a whole session
• Members: buy packs by card, and book and cancel their own sessions in the way described above

Personal training is kept apart from classes. A pack for personal training never counts as class credit, and a class pass never pays for a session.