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Comprehensive Services Overview

Groovio Team avatar
Written by Groovio Team
Updated over 3 weeks ago

Groovio Services Guide

Overview

Services in Groovio allow studios to offer bookable sessions such as private lessons, studio rentals, consultations, or special events. Students can book these services either by selecting available time slots (self-booking) or by requesting specific instructors (request-based booking).

Key Features

  • Self-booking with real-time staff availability

  • Studio-scheduled services (one-time or recurring weekly)

  • Request-based booking for instructor approval

  • Multiple payment options (full, partial, packages, wallets, discounts)

  • Guest invitations with waiver management

  • Add-ons and extra attendees with dynamic pricing

  • Cancellation policies with automatic refunds

  • Multi-room support within locations

Service Types

1. On-Demand Services (Self-Booking)

Students select from available instructor time slots and book immediately. These services are defined as templates with:

  • Fixed duration

  • Base cost

  • Assigned staff members

  • Room assignments

  • Capacity limits

2. Scheduled Services

Studios pre-schedule service sessions at specific times. These can be:

  • One-time events: Single occurrence

  • Repeated services: Weekly recurring (e.g., every Monday at 2 PM)

Students browse scheduled services on a calendar and book available slots.

Setting Up Services

How to Create a Service

Navigate to Groovio > Manage Studio > Services and click "Create New Service".

Service Settings

Basic Information

  • Name: Service title (e.g., "1-on-1 Flexibility Coaching")

  • Description: Detailed information about the service

  • Cost: Base price for the service

  • Duration: Length in minutes

  • Duration Type: Display format (e.g., "minutes", "hours")

  • Color Code: Visual identifier for calendar display

  • Branch: Location where service is offered

  • Currency: Pricing currency and symbol

Capacity & Attendees

  • Minimum Capacity: Default is 1

  • Maximum Capacity: Maximum attendees allowed

  • Price per Extra Attendee: Additional cost per attendee beyond base capacity

Room Configuration

  • Default Room: Primary room for the service

  • Additional Rooms: You can assign multiple rooms to give students options

Booking Settings

  • Booking Cutoff Time: How many minutes before the service start time that students can no longer book (e.g., 60 minutes means students must book at least 1 hour in advance)

  • Buffer Time: Minutes between bookings to allow for setup and cleanup

  • Auto-Accept:

    • Enabled: Bookings are confirmed immediately, and the first instructor selected is automatically assigned

    • Disabled: Booking requests are sent to instructors for approval before confirmation

Tags

  • Services can be tagged for categorization

  • Tags are used to match services with applicable packages

Staff Assignment

  • Staff Members: Assign one or more instructors who can teach this service

  • Students will be able to select their preferred instructor when booking

Custom Questions

  • Studios can add custom questions (e.g., "Do you have any injuries?")

  • Answers are collected during booking and stored with the purchase

Add-ons

Each add-on includes:

  • Name: Add-on title

  • Price: Cost per unit

  • Quantity: Available quantity (not a limit, but informational)

  • Students can select multiple add-ons and specify quantities at checkout

Media

  • Images: Multiple images can be uploaded

  • Videos: Video content for service promotion

  • Primary Media: One media item marked as primary for listings

  • Thumbnails: Auto-generated for quick loading

Waivers & Agreements

  • Agreement Text: Studio-defined waiver text

  • Students must sign waivers before completing booking

  • Attendees must also sign waivers separately

  • Child attendees can fill PAR-Q and waivers separately from parents

Setting Up Staff Availability

Before students can book services, you need to set up your staff's availability. Here's how:

Accessing Staff Availability

  1. Go to Manage Studio > Staff

  2. Click on the staff member's profile

  3. Select the Availability tab at the top

Setting Weekly Availability

Staff availability is set up on a repeating weekly basis. For each day of the week, you can:

  1. Mark the day as available by checking the box

  2. Add time ranges for when they're available (e.g., 9:00 AM - 5:00 PM)

  3. Select the location(s) where they're available

  4. Add multiple time ranges if they have split shifts (e.g., 9 AM - 12 PM and 2 PM - 6 PM)

Example: An instructor might be available:

  • Mondays: 9:00 AM - 5:00 PM at Main Studio

  • Wednesdays: 10:00 AM - 2:00 PM at Main Studio

  • Fridays: 1:00 PM - 6:00 PM at Downtown Location

Setting One-Day Availability

⚠️ Important: The system is currently set up for repeating availability only. If you need to set availability for just one specific day:

  1. Set the availability for that day as a repeating schedule (e.g., set "Monday" availability)

  2. Mark yourself as unavailable for the following weeks of that same day

  3. Remember to turn off the unavailable dates after your one-time service booking date has passed

Example: To be available only on Monday, January 15th:

  1. Set availability for "Monday" with your time range

  2. Mark January 22, 29, etc. as unavailable dates

  3. After January 15th passes, remove those unavailable dates for future weeks

Marking Unavailable Dates

To mark specific dates when a staff member is unavailable:

  1. In the Availability tab, find the Unavailable Dates section

  2. Click Add Unavailable Date

  3. Select the date

  4. Choose the location (staff can be unavailable at one location but available at another)

  5. Save

Students will not be able to book services with that instructor on marked unavailable dates.

How Availability Affects Student Booking

When students try to book a service, the system automatically:

  • Shows only time slots when the instructor is available

  • Hides time slots that are already booked

  • Hides time slots during class schedules or other services

  • Respects the booking cutoff time (e.g., won't show slots less than 1 hour away if cutoff is 60 minutes)

  • Applies buffer time between bookings

  • Checks if the selected room is available

How Students Book Services

Student Self-Booking Process

1. Browse Services

Students can discover services through:

  • Service List: All available services at selected location

  • Calendar View: Scheduled services displayed on monthly calendar

  • Homepage: Featured services

2. Select Service & View Details

  • Service name, description, cost, duration

  • Instructor profiles and bios

  • Media (images/videos)

  • Add-ons available

  • Custom questions

  • Capacity information

3. Choose Instructor & Date/Time

  • View list of assigned instructors

  • Select preferred instructor

  • View available time slots based on instructor availability

  • For scheduled services: Select from pre-scheduled dates

4. Add Attendees (if max_capacity > 1)

  • Student is automatically included

  • Can invite additional guests up to max_capacity - 1

  • Each additional attendee beyond min_capacity may incur extra charges

5. Select Add-ons

  • View available add-ons with prices

  • Select quantity for each add-on

  • Total cost updates dynamically

6. Answer Custom Questions

  • Fill out any studio-defined custom questions

  • Answers stored with the booking

7. Select Room (if multiple rooms available)

  • Choose preferred room from available options

  • Room availability is checked against existing bookings

8. Payment & Checkout

Review the total cost breakdown, which includes:

  • Base service cost

  • Extra attendee charges (if applicable)

  • Add-on costs

  • Taxes

  • Discounts (if applied)

Then:

  • Select payment method (card, wallet, package, etc.)

  • Apply discount codes if available

  • Sign waivers

  • Complete payment

9. Post-Purchase

  • Receive confirmation email

  • View booking in "My Purchases"

  • Invite additional guests (if capacity allows)

  • View transaction history

  • Access booking details

Payment Options

1. Full Payment

  • Student pays entire amount upfront

  • Service is confirmed immediately

  • payment_type = "full"

2. Partial Payment

Pre-Payment Partial

  • partial_payment_timing = "pre"

  • Student pays deposit at booking

  • Remaining balance due before service starts

  • payment_time_period: Minutes before service when remainder is charged

  • If balance not paid by service end time, booking auto-cancels

Post-Payment Partial

  • partial_payment_timing = "post"

  • Student pays deposit at booking

  • Remaining balance due after service completion

  • payment_time_period: Minutes after service when remainder is charged

Partial Payment Configuration:

  • payment_amount_at_booking: Deposit amount

  • payment_amount_at_event_start: Remaining amount

  • is_partial = True

3. Payment Methods

Card Payment

  • Credit or debit card payment

  • Platform fee may apply (varies by studio)

  • Can save card for future bookings

Wallet

  • Use your Groovio wallet balance

  • No additional platform fees

Package

  • Use purchased package credits to pay for services

  • Package must have matching tags with the service

  • When you use a package, its start date becomes the service date

  • Package Coverage Options:

    • Package can cover the full service cost

    • If you select add-ons or extra attendees, the package covers the base service cost and you pay separately for the add-ons and attendees

Free

  • No payment required

  • Used when the service cost is $0.00

Discount

  • Apply discount codes at checkout

  • Only one discount per booking

  • Discount will show clearly on your invoice

Cash/Other

  • Offline payment methods

  • Managed by studio staff when booking on your behalf

4. Service Requests (No Payment Required Initially)

When auto-accept is disabled:

  • Student submits a booking request without payment

  • Instructor(s) receive a notification

  • Once accepted, the student receives a "Pay Now" option

  • Payment must be completed before the service is confirmed

Attendees & Guest Management

Attendee System

Primary Attendee

  • Booking student is automatically included

  • Counted in total attendees

  • Cannot be removed

Guest Invites

Adding Guests:

  • Student can invite up to max_capacity - 1 additional guests

  • Invitations sent via email

  • Each guest receives unique invitation link

Guest Invitation Flow:

  1. Student adds guest name and email

  2. System creates ServiceAttendee record

  3. Email sent with invitation link

  4. Guest clicks link and signs waiver

  5. Waiver signature stored in signature_proof

  6. waiver_signed set to True

  7. accepted_date recorded

Managing Guests:

  • Before Acceptance: Student can remove invited guests

  • After Acceptance: Guests cannot be removed

  • Resend Invites: Option to resend invitation emails

  • View signature status: "Completed" or "Pending"

Extra Attendees (Unnamed)

  • If service allows, studio can charge for additional unnamed attendees

  • price_per_extra_attendee defines per-person cost

  • Student specifies count, not individual names

  • Stored in ServiceBookingExtraAttendee table

Child Attendees

  • Children can fill PAR-Q and waivers separately from parents

  • Separate signature collection process

Service Requests & Approval

When Auto-Accept is Disabled

Student Submits Request

  1. Student selects service, date/time, and instructor(s)

  2. Fills out details (attendees, add-ons, questions)

  3. Clicks "Request Booking"

  4. NO payment is taken at this stage

Request Created

  • ServicePurchase record created with booking_status = "Requested"

  • ServiceRequestReview records created for each selected instructor

  • Each review has status = "pending"

Notifications Sent

  • Push notifications to selected instructor(s)

  • Email to studio and instructors

  • Student sees request in "Service Requests" list with status "Pending"

Instructor Response

Acceptance:

  1. Instructor clicks "Accept" in notification or dashboard

  2. ServiceRequestReview.status = "accepted"

  3. Instructor assigned to ServicePurchase.instructors

  4. ServicePurchase.booking_status = "Accepted"

  5. All other pending requests for same booking auto-canceled

  6. Student receives notification: "Booking Accepted"

  7. Student can now pay ("Pay Now" button appears)

Rejection:

  1. Instructor clicks "Reject" with optional reason

  2. ServiceRequestReview.status = "rejected"

  3. Student receives notification: "Booking Rejected"

  4. If all instructors reject, student can submit new request

Staff Override:

  • Studio administrators can accept/reject on behalf of instructors

  • Useful for managing requests when instructors are unavailable

Student Pays

After acceptance:

  1. Student navigates to "Service Requests" → "Accepted"

  2. Clicks "Pay Now"

  3. Completes payment flow

  4. payment_status = "success"

  5. booking_status = "Active"

  6. Service confirmed

Request Cancellation

  • Student can cancel pending requests

  • Status changes to "Canceled"

  • No refund needed (no payment taken)

Scheduled Services

Studio-Scheduled Services

Studios can pre-schedule service sessions for students to book.

One-Time Scheduled Service

Configuration:

  • is_repeated = False

  • Single occurrence at specific date/time

  • local_start_datetime: Service start time (studio timezone)

  • local_end_datetime: Service end time

  • Assigned instructors and room

Booking Behavior:

  • Appears on student calendar

  • When first student books: is_purchased = True

  • When capacity reached: is_fully_booked = True

  • Hidden from calendar when fully booked

Repeated Scheduled Services

Configuration:

  • is_repeated = True

  • local_day: Day of week (e.g., "Monday")

  • repeated_count: Number of occurrences to generate

  • Service repeats weekly on specified day

  • local_start_datetime and local_end_datetime: Time range for each occurrence

Example:

Service: "Group Yoga" Day: Monday Start: 10:00 AM End: 11:00 AM Repeated Count: 8

Generates 8 Monday occurrences at 10:00 AM.

Repeated Dates Calculation:

  • System generates dates using pandas.date_range()

  • Weekday frequency mapping (e.g., "W-MON" for Monday)

  • Filters past dates (only future occurrences shown)

  • Checks is_booked status for each occurrence

  • Students see calendar with available dates

Visibility Window:

  • visibility_status = True: Limit how far in advance students can book

  • visibility_days: Number of days in advance to show

  • Example: visibility_days = 30 means students see only next 30 days

  • visible_until: Calculated date when schedule becomes visible

Booking Management:

  • Each booking creates a ServicePurchase with purchase_type = "schedule"

  • purchase_id: References ServiceSchedule.id

  • When student cancels one occurrence, only that booking is canceled

  • Schedule remains active for other occurrences

  • is_fully_booked tracks if ALL occurrences are booked (rare)

Multi-Room Support

Scheduled services can be assigned to multiple rooms:

  • ServiceSchedule.room: Primary room

  • When checking availability, system accounts for room conflicts

  • Students can book same service in different rooms simultaneously

  • Prevents double-booking of rooms

Using Packages with Services

How Packages Work with Services

Students can use purchased packages to pay for services.

Tag Matching

For a package to be used with a service, they must have at least one matching tag. This ensures students can only use appropriate packages for specific service types.

Viewing Applicable Packages

When booking a service, students will see which of their purchased packages can be used. The system shows:

  • Package name

  • Remaining classes/credits

  • Expiry date

  • Whether the package matches the service tags

Package Usage Scenarios

Scenario 1: Package Covers Full Service

When you use a package to book a service with no add-ons or extra attendees:

  • The service cost is completely covered

  • No payment required

  • Package credits are reduced by 1

  • If the package hasn't started yet, its start date becomes the service date

Scenario 2: Package + Additional Payment (Add-ons/Attendees)

When you use a package but also add extra items:

  • The package covers the base service cost

  • You pay separately for:

    • Add-on costs

    • Extra attendee charges

  • Taxes are calculated only on the add-ons and extra attendees

Example:

Service Cost: $50 (covered by package) Add-on 1: $10 Add-on 2: $15 Extra Attendee: $20 Tax (10%): $4.50  You Pay: $49.50 Package Credits Used: 1

Scenario 3: Using "More Options" at Checkout

At checkout, you can click "More Options" to select a package:

  • If you haven't added any add-ons or attendees: The service is fully covered, no payment needed

  • If you've added add-ons or attendees: You'll pay only for those additional items

Package Restrictions

  • You cannot use packages with partial payments

  • Packages cover only the base service cost, not add-ons

  • You can only use one package per booking

Cancellation & Refunds

Cancellation Policy

Each studio sets its own cancellation policy, which defines:

  • How many hours before the service start time you must cancel to receive a refund

  • Whether the policy applies to services (some studios may have different policies for classes vs. services)

Student-Initiated Cancellation

Cancellation Window Check

When you cancel a booking, the system:

  1. Calculates how many hours until the service starts

  2. Compares this to the studio's cancellation policy

  3. Determines if you're eligible for a refund

If You Cancel Within the Policy Window

You're eligible for a refund! The refund amount depends on how you paid:

Refund Scenarios:

If You Paid in Full:

  • You'll receive a refund for the entire amount paid

If You Made a Partial Payment (Deposit + Remainder):

  • You'll receive a refund for both the deposit and the remaining payment (if it was already charged)

If You Only Paid a Deposit:

  • You'll receive a refund for the deposit amount

  • The remaining payment will not be charged

Refund Processing:

  • Refunds are processed back to your original payment method

  • You'll receive email confirmation of the cancellation and refund

  • The studio and instructor(s) will also be notified

If You Cancel Outside the Policy Window

Unfortunately, you won't receive a refund:

  • The service is canceled, but your payment is retained by the studio

  • You'll see a message: "Cancellation successful (no refund due to policy)"

  • You can contact the studio if you have extenuating circumstances

What Happens After Cancellation

  • The booking status changes to "Canceled"

  • For scheduled services:

    • The time slot becomes available for other students to book

    • If it's a one-time service, it reopens for booking

    • If it's a repeated service, only that specific occurrence is canceled

  • You, the studio, and the instructor(s) all receive email notifications

Studio-Initiated Cancellation

Studios can cancel bookings from their dashboard:

How It Works:

  1. The studio admin selects the booking to cancel

  2. They can choose whether to issue a refund

  3. If "Issue Refund" is selected: A full refund is processed regardless of the cancellation policy

  4. If no refund: The booking is canceled but payment is retained

Important: Studios have the option to issue refunds even outside the normal cancellation policy window. This gives studios flexibility to handle special circumstances.

Automatic Cancellations

Unpaid Partial Payments

If you book a service with a partial payment but don't complete the remaining payment by the service end time, the system will automatically:

  • Cancel the booking

  • Send you a notification

  • Mark the transaction as canceled in your history

This ensures that incomplete partial payments don't remain in the system indefinitely.

Transaction History

Every service purchase creates a detailed transaction record that you can view at any time.

Viewing Your Transaction History

In the Student App

Go to Side Menu → Transactions to see:

  • All your service purchases (successful and failed)

  • Combined history of classes, services, memberships, and products

  • Filter by type to view only "Services"

Each transaction shows:

  • Service name

  • Date and time

  • Instructor

  • Amount paid

  • Payment status

  • Transaction ID

Viewing Details

Click on any transaction to see:

  • Full breakdown of all charges

  • Tax information

  • Add-ons you purchased

  • Attendees included

  • Discount applied (if any)

  • Package used (if any)

  • Refund status

Payment Due Indicator

If you have a service with a pending partial payment:

  • A "Payment Due" indicator appears on your home screen

  • Click it to navigate to the service details

  • You'll see a "Pay Now" button

  • Once you complete payment, the indicator is removed

Wallet Transaction History

Go to Side Menu → My Wallet to see wallet-specific transactions.

If you used your wallet to purchase a service, you'll see:

  • The amount deducted

  • Service name

  • Date and time

  • Your remaining wallet balance

Managing Services from Studio Dashboard

Service Management Dashboard

Go to Groovio → Manage Studio → Services to manage all your services.

Service List View

Displays:

  • All services (active and deleted)

  • Service name

  • Type (on-demand vs. scheduled)

  • Cost

  • Assigned staff count

  • Room(s)

  • Created date

Actions:

  • Create: Add new service template

  • Edit: Modify service configuration

  • Duplicate: Copy service to create similar offering

  • Delete: Soft delete (sets is_delete = True)

  • Share: Generate shareable link or post to Facebook/WhatsApp

  • View: Detailed service information

Service Calendar View

Go to Groovio → Schedule → Services/Appointments (tab at the top) to see:

  • Monthly, weekly, or daily calendar views

  • Color-coded services (using the color you assigned to each service)

  • All scheduled services

  • All bookings displayed on the calendar

  • Click on any service or booking to view or edit details

Managing Bookings

Viewing All Bookings

Go to Groovio → Schedule → Services/Appointments (tab at the top) to see:

  • All service bookings (active, completed, and canceled)

  • Student name

  • Service name

  • Date and time

  • Assigned instructor

  • Payment status

  • Booking status

Booking Detail View

Information:

  • Student details

  • Service information

  • Date/time

  • Instructor(s) assigned

  • Room

  • Attendees list with waiver status

  • Add-ons purchased

  • Answers to custom questions

  • Payment breakdown

  • Transaction history

  • Activity log

Actions:

  • Edit Booking: Change date/time, instructor, room

  • Cancel Booking: With or without refund

  • View Student Profile: Navigate to student details

  • Contact Student: Email/SMS

  • Mark Completed: Change status to "Completed"

  • Add Notes: Internal studio notes

Booking Services for Students (Staff-Assisted Booking)

You can book services on behalf of your students. Go to Groovio → Checkout → [Select Student] → Services Tab.

Steps:

  1. Select the student

  2. Choose the service

  3. Select the instructor and date/time

  4. Select the room

  5. Add any attendees, add-ons, or answer custom questions

  6. Choose the payment method:

    • Card: Use the student's saved card

    • Cash: Mark as offline payment

    • Wallet: Use the student's wallet balance

    • Package: Use one of the student's package credits

    • Other: Custom payment method

  7. Optionally notify the student:

    • Check "Notify Student"

    • Add a custom message

  8. Add internal notes (visible only to studio staff)

  9. Complete the booking

Setting Up Partial Payments:

  • You can set up a partial payment schedule

  • Specify the deposit amount

  • The system will automatically handle collecting the remainder based on the service timing

Using Student Packages:

  • If the student has packages that match the service tags, they'll appear in a dropdown

  • Select the package you want to apply

  • The system will validate that the package is eligible and has remaining credits

Managing Service Requests

Go to Groovio → Service Requests to handle booking requests.

Pending Requests Tab

Shows all incoming service requests. You can:

  • Filter by date, service, or instructor

  • If you're a staff member (not admin), you'll only see your own requests

When you click on a request, you'll see:

  • Student information

  • Requested service details

  • Preferred date and time

  • Which instructor(s) were requested

  • Attendees

  • Add-ons selected

  • Answers to custom questions

Actions You Can Take:

  • Accept: This assigns the instructor and notifies the student to complete payment

  • Reject: Decline the request with an optional reason

  • Contact Student: Reach out to discuss alternatives before making a decision

Accepted Requests Tab

Shows requests that have been accepted but not yet paid for. You can:

  • Follow up with the student to remind them to pay

  • Cancel the request if the student doesn't complete payment

Creating Scheduled Services

To schedule services in advance, go to Groovio → Schedule → Services/Appointments (tab at the top) → Add Schedule.

Setup Steps:

  1. Select the service template

  2. Choose which instructor(s) will teach it

  3. Set the date and time

  4. Select the room

  5. Choose Repeat Options:

    • One-time: Service happens once

    • Repeated weekly:

      • Select which day of the week (e.g., every Monday)

      • Set an end date or number of occurrences

  6. Set Visibility:

    • Show immediately to all students

    • Show only X days in advance (e.g., students can only see services up to 30 days ahead)

  7. Set Privacy Level:

    • Public: All students can see and book

    • Private: Invitation only

  8. Save the schedule

Example of a Repeating Schedule:

Service: "Personal Training" Start Date: January 8, 2024 End Date: March 31, 2024 Day: Monday Time: 2:00 PM - 3:00 PM Repeating: Yes  Result: Creates a 2 PM training slot every Monday between January 8 and March 31

Editing Scheduled Services

Editing a Single Occurrence:

  • You can change the date, time, or instructor for just one specific occurrence

  • Other occurrences in the repeating series are not affected

Editing All Future Occurrences:

  • You can change the time or instructor for all future occurrences at once

  • Past bookings and completed services remain unchanged

Deleting a Schedule:

  • When you delete a schedule, it's hidden from student view

  • Students who have already booked that service can still attend

  • The schedule is marked as deleted in the system but not permanently removed

Reporting & Analytics

View detailed reports about your services:

  • Total bookings by service type

  • Revenue generated by each service

  • How many bookings each instructor has

  • Cancellation rates

  • Average booking value

  • Most popular time slots

  • Add-on performance

Exporting Data:

  • Export bookings to CSV format

  • Includes student details, payment information, and transaction IDs

  • Recent fix: Negative values now correctly display as 0

Using Services on Mobile

Student Mobile App

Service Discovery

Homepage:

  • Featured services

  • Recently viewed

  • Quick book buttons

Service Tab:

  • Browse all services

  • Filter by:

    • Location

    • Service type

    • Price range

    • Instructor

    • Duration

  • Sort by:

    • Name

    • Price

    • Duration

    • Popularity

Calendar View

Monthly Calendar:

  • Dots indicate days with scheduled services

  • Click date to see services that day

  • Filter services by type

Service Schedule List:

  • List of scheduled services for selected date

  • Shows time, instructor, capacity, price

  • Click to view details and book

Service Detail Page

Information Displayed:

  • Service name and description

  • Media gallery (images/videos)

  • Duration and cost

  • Instructor profiles

  • Location and room

  • Available time slots

  • Capacity (e.g., "3/10 spots filled")

  • Add-ons with prices

  • Custom questions

Actions:

  • Book Now: Start booking flow

  • Request Booking: If auto-accept disabled

  • Share: Share service with friends

Booking Flow (Mobile)

  1. Select Date/Time:

    • Calendar picker

    • Time slot selection

    • Instructor selection

  2. Checkout Page:

    • Service summary

    • Attendees section:

      • "You" (primary)

      • Add guest button (if capacity allows)

    • Add-ons:

      • Quantity selectors

      • Price updates dynamically

    • Custom questions

    • Cost breakdown:

      • Taxes collapsed by default (mobile space optimization)

      • Subtotal

      • Tax details (tap to expand)

      • Total

  3. Payment:

    • Payment method selection

    • Package option (if applicable)

    • Discount code field

    • Waiver signature

    • Confirm booking

My Purchases

Location: Mobile App → Side Menu → My Purchases

Service Tab:

  • List of booked services

  • Status badges (Upcoming, Completed, Canceled)

  • Click to view details

Service Detail (Post-Purchase):

  • Service information

  • Date/time

  • Instructor

  • Location

  • Attendees list:

    • View signature status

    • Invite more guests button

  • Add-ons purchased

  • Payment summary

  • Receipt/invoice

Actions:

  • View Details: See full information

  • Invite More Guests: Add attendees (if capacity allows)

  • Cancel Booking: Initiate cancellation

  • Resend Invite: Resend invitation to guest

Service Requests (Mobile)

Location: Mobile App → Side Menu → Service Requests

Tabs:

  1. Pending: Awaiting instructor response

  2. Accepted: Approved, payment needed

  3. Rejected: Declined requests

  4. Canceled: Canceled by student

Request Detail:

  • Shows request status

  • Instructor(s) requested

  • Service details

  • Actions:

    • Pay Now (if accepted)

    • Cancel Request (if pending)

    • View Reason (if rejected)

Notifications (Mobile)

Push Notifications:

  • Booking confirmed

  • Booking accepted (for requests)

  • Booking rejected (for requests)

  • Reminder before service (24h, 1h)

  • Partial payment due

  • Cancellation confirmation

In-App Notifications:

  • Bell icon with badge count

  • Notification list

  • Click to navigate to relevant screen

Using Services on the Web

Student Web Portal

Homepage

Service Section:

  • Featured services with images

  • "Browse All Services" button

  • Quick filters (location, type)

Service List Page

Layout:

  • Grid or list view toggle

  • Filter sidebar:

    • Location

    • Price range

    • Duration

    • Instructor

    • Tags

  • Service cards:

    • Primary image

    • Name

    • Price

    • Duration

    • Instructor count

    • Capacity indicator

    • "Book Now" button

Service Detail Page

Similar to mobile but optimized for desktop:

  • Larger media gallery

  • Side-by-side layout (info + booking widget)

  • Tabbed sections (Details, Instructors, Reviews)

  • Inline booking widget (sticky on scroll)

Calendar Integration

Class Calendar Page:

  • Shows both classes AND scheduled services

  • Toggle filters:

    • Show Classes

    • Show Services

  • Service events color-coded differently from classes

Checkout Page

Layout:

  • Left: Service summary and selections

  • Right: Payment and cost breakdown

  • Stepper/progress indicator

  • Back button to modify selections

Cost Breakdown:

  • Clear itemization

  • Taxes displayed (not collapsed on web)

  • Discount code prominently placed

  • "More Options" for package selection

Navigation Fix:

  • Back button now scrolls to top of page (previously stayed scrolled down)

Additional Features

Discount Codes

How Discounts Work:

  • You can apply one discount per booking

  • Discounts can be a percentage off or a fixed dollar amount

Visibility:

  • The discount is clearly shown on your invoice

  • You'll see the discount applied at checkout

  • Your receipt includes a line item showing the discount amount

Waiver Management

Who Needs to Sign Waivers:

  • You (the primary student) sign the waiver at checkout

  • Each guest you invite must sign the waiver via their invitation link

  • All signatures are securely stored

Waiver Status:

  • Completed: Waiver has been signed

  • Pending: Still awaiting signature

  • You'll see visual indicators showing each attendee's waiver status

Waivers for Children:

  • Children can fill out and sign PAR-Q forms separately from parents

  • Both parent and child signatures are collected

  • All signatures are stored and validated

Attendance Tracking

Attendance is automatically tracked and displayed accurately in the application, with real-time updates.

Platform Fees

When Fees Apply:

  • Platform fees are applied only to card payments

  • The fee percentage varies by studio

  • You'll see the fee clearly listed in the cost breakdown at checkout

  • Studios receive the payment amount minus the platform fee

Email Notifications

Emails You'll Receive:

  • Booking confirmation

  • Payment receipt

  • Booking accepted or rejected (for service requests)

  • Cancellation confirmation

  • Reminder before your service

  • Partial payment due reminder

Emails Studios Receive:

  • New booking notifications

  • Service request notifications

  • Booking cancelation notices

  • Payment received confirmations

  • Attendee waiver signed notifications

Multi-Location Support

If your studio has multiple locations:

  • Each service is assigned to a specific branch/location

  • Staff set their availability separately for each location

  • Students can filter services by location when browsing

  • Students can book at different locations if staff are available there

Best Practices

For Studios

  1. Set Clear Availability:

    • Staff should keep availability updated weekly

    • Mark unavailable dates in advance

    • Use buffer time to prevent back-to-back bookings

  2. Configure Auto-Accept Wisely:

    • Enable for high-demand services

    • Disable for specialized services requiring approval

  3. Use Tags Effectively:

    • Tag services for package matching

    • Use consistent naming conventions

    • Update tags when creating new packages

  4. Set Reasonable Cancellation Policies:

    • Balance flexibility with revenue protection

    • Communicate policy clearly to students

    • Consider different policies for different service types

  5. Leverage Scheduled Services:

    • Pre-schedule recurring services to reduce admin work

    • Use visibility windows to prevent last-minute bookings

    • Monitor capacity and add occurrences as needed

  6. Monitor Service Requests:

    • Respond promptly to build trust

    • Use rejection reasons to provide alternative suggestions

    • Track acceptance rates to optimize instructor assignments

For Students

  1. Book Early:

    • Popular time slots fill quickly

    • Check instructor availability in advance

  2. Use Packages:

    • Purchase packages for frequently used services

    • Packages often offer cost savings

    • Package start date aligns with first service

  3. Manage Attendees Proactively:

    • Add guests as soon as booking confirmed

    • Follow up if guests haven't signed waivers

    • Respect capacity limits

  4. Understand Cancellation Policies:

    • Review policy before booking

    • Cancel within policy window for refund

    • Contact studio if emergency cancellation needed

  5. Keep Payment Methods Updated:

    • Ensure cards are not expired for partial payments

    • Maintain wallet balance for quick bookings

Troubleshooting

Common Issues

"Service is no longer available"

  • Service may have been deleted by studio

  • Refresh page and try again

  • Contact studio for alternatives

"Staff not found or not assigned"

  • Instructor may have been removed from service

  • Try selecting different instructor

  • Contact studio for help

"No available time slots"

  • Instructor fully booked

  • Check different date or instructor

  • Consider booking scheduled service instead

Payment Failures

  • Verify card details

  • Check wallet balance

  • Try different payment method

  • Contact studio for manual booking

Partial Payment Not Charged

  • Ensure card is valid and not expired

  • Check email for payment due notifications

  • Contact studio if issue persists

  • Note: Auto-cancels if not paid by service end time

Unable to Add Guests

  • Check capacity: The service may be at maximum capacity

  • Verify you have available guest slots remaining

  • Try removing and re-adding

Waiver Not Signed

  • Check email spam folder for invitation

  • Request resend invite from booking details

  • Contact studio for assistance

Summary

Groovio Services makes it easy for studios to offer bookable sessions like private lessons, studio rentals, and special events. Students can book services themselves or request specific instructors, with flexible payment options including packages and partial payments. Studios have full control over staff availability, scheduling, pricing, and capacity, while students enjoy a seamless booking experience on both web and mobile platforms. With features like guest invitations, add-ons, cancellation policies, and detailed reporting, Services provides everything you need to manage bookable offerings at your studio.

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