Set up and manage appointments

Appointments are one-to-one time slots built from an appointment type and an instructor's availability. They are separate from recurring classes and do not have a waitlist or multi-seat capacity.

Build the diary

Open Operations → Events & Experiences → Appointments and configure in this order:

1. Add each instructor. When there is more than one, assign every appointment type to the correct instructor so separate diaries do not collide.
2. Create appointment types with a name, duration, a cost in credits or a walk-up price, buffer after the meeting, bookable-ahead window, cancellation grace period and optional reminder. A type can also sit in a category, or count as a membership benefit of its own.
3. Choose a required session-pass offering when only one pack may pay; otherwise allow any eligible session pass.
4. Add weekly availability. Multiple windows can represent a split day.
5. Block holidays, leave or shorter unavailable periods under Blocked dates.

Members choose from calculated open slots. Existing appointments, buffers, blocks and matching availability remove conflicting times.

Credits and cancellation

An appointment type is free, costs a number of credits, or has a walk-up price, never both credits and a price. If the type counts as a membership benefit, its own or its category's, a member whose plan includes that benefit (unlimited, or a number of sessions with some left) books with it first, and no credits or money are taken. Otherwise a credit-cost appointment uses session-pass credits, and an unlimited class membership is not a substitute for them. A walk-up price is paid on the web when booking. A member pays the type's member price if it applies to them, or else their plan's discount, unless a percent off or member price on the type's benefit comes out cheaper.

A member whose plan lets them book the type's benefit early sees open times as many days further ahead as their plan gives. See How memberships, benefits and categories tie together.

A member cancellation before the configured cutoff gives back the credits, the included session or the payment. A late member cancellation does not; an owner cancellation always does. There is no appointment waitlist, so a cancelled time simply becomes available again when it remains inside the booking window.

Only people who have joined the community, with an active record there, can book. Guest booking and booking several people into one appointment are not supported.

External busy calendars

An owner can connect up to three read-only iCalendar feeds to block times already occupied elsewhere. These feeds are community-wide: an overlapping busy event blocks that slot across the community's appointment diaries, not only one instructor. JollyBee caches each feed for about five minutes. Current recurrence handling covers ordinary daily and weekly rules; more complex recurrence patterns may not block every occurrence.

If a remote feed cannot be read, availability fails open rather than closing the whole diary. Treat the feed as a convenience, verify important blocks in JollyBee, and use explicit Blocked dates for leave or other must-not-book periods.