Hi and welcome to Quoox University.
In today’s episode, I’m going to be going over how to create an ad hoc session and some of the options that you get alongside that.
So first of all, what we’re going to do is we’re gonna need to log in and we’ll be brought to our Quoox dashboard here. And from our dashboard to include an ad hoc session, we’re gonna go to our side menu.
I’m gonna click schedule. Now, as we can see in our schedule, we’ve already got some of the sessions that we’ve previously built out but today we’re gonna be focusing on including an ad hoc session. So what we’re going to do is we’re gonna look for a time where we don’t have any sessions. I see we’ve got a free period here at 5 PM and what we’re gonna do is we’re gonna right click into that box, I’m gonna select new ad hoc session. Now, what we can do here is we can start selecting our session type, the venue, when that session’s gonna be and who we’d even like to lead that session if you have a coach that is in charge of a particular session or area of the gym.
So for session type, I’m gonna select session and we’re gonna put this as a one-to-one. And which venue we’d like this to be. In our demo system here, we’ve got a few venues that we can select from. And I’m gonna select from our Chelmsford venue and it’s gonna be in the main gym area. Now, we’ve inputted this in the 5 o’clock point but you can change and update this if you wish to do so if you may have incorrectly selected the wrong time.
Now, from session leader, I’ve got a dropdown here that I can select and I can assign Justin to that session. Now, if I press next, what this will do is where I can really customise the session, the duration, capacity, and the costs. So for us, session duration, we’ve got one person in the session, it’s a one-to-one. We want this to be one hour and we want a maximum capacity of one. In this example, we’re not gonna have a waiting list ’cause we are just expecting one person. I’m gonna put this to zero.
Now, the pre-start booking block, this will be how early before the session are they able to book onto that session? So we want them to be able to book on six hours and 30 minutes before the session. And how many credits do we want this to cost them? So as this is booked on an ad hoc basis and just for argument’s sake, I’ve already discussed this with the client over the phone. We’re not going to charge them a credit for this session and we’re not gonna include a pay-as-you-go cost either or a membership pay-as-you-go cost. As I said, this may be completely different for yourself and the session that you are setting up if you do wish to include a charge and a cost and also a credit cost for that session.
Now, we can select here if we want to assign a certain workout plan for that session and who we want to allow to book onto it. So as this is a one-to-one session and this has already been pre-discussed with that client over the phone, I’m gonna make this private and I’m gonna select finish and book. Now, what we can see here is we’re presented with some more options about who we’d like to book onto that session. If we’d like to book a guest attendee if it’s someone that is potentially not already in your system. We can edit the session again if you realise you may have made an error in the timing or the costing of the session.
We can cancel the session as well if we wish to do so. We shall get an option up here to conduct our roll call once we know that person has turned up. We can then mark them as attended for that session. If we did have a wait list, in this example, I know that we don’t but we are able to process the wait list as well. And under more actions, we can share this to our socials. We can check in all the members that are at the session. We can send the attendees messages, we can check their eligibility for the session or we can download things in various formats. We also get the option here to just close that window.
Now what I’m going to do is I’m gonna select a book member and here I can input a member that I’d like to be on that session. So I’m going to use Marge as my example. And I’ve got Marge here and I’m gonna press the add member to the attendee list. Now, as we know, this is a zero credit session. It’s for members only. I’m gonna mark this as complimentary and I’m just gonna type in complimentary session. I’m gonna press next and this member has now been added to the attendee list. If the member paid by credits or card, the transaction was successful. Remember, if you are charging for that session, please ensure that you have charged them through the appropriate means and that the charge has been successful as well.
So we press finish here, and as we can see, we’ve now got Marge booked onto our one-to-one session that we’ve created as an ad hoc session at five o’clock.
Thank you very much for watching this episode with Quoox University.
Please stay tuned for our next one.