Before setting up services, ensure you have staff members created and their availability set. Services are assigned to available staff members for student booking.
What Are Services?
The Services section allows students to book single, one-time classes or events, where they select the date and time. Use this feature to set up options like private lessons, studio rentals, or special functions.
Auto-Accept or Approve Each Request
Auto-accept is set per service. Go to Manage Studio > Services, edit the service and use the Auto Accept toggle.
On: the student pays when they book and the booking is confirmed straight away.
Off: the booking comes to you as a request under Service Requests, and you accept or decline it.
The Auto Accept – Retail Orders setting in your Studio Profile only covers retail orders. It doesn't change services.
Different Booking Time Lengths
Students always book a service for its set length. To let students choose between lengths, create each time option as a separate service. For example, if you want to provide 30-minute and 60-minute private lessons, create distinct services for each duration.
When you book a service for a student, you can change the length for that booking. In Buy Service, use the Duration dropdown to pick any length from 15 minutes to 8 hours, in 15-minute steps. The service's own length is marked (default). Time slots update to fit the length you pick.
To change the length of a booking that's already made, open the booking in the Service Calendar, click Edit, choose a new Length in the Edit Booking window and click Update.
The price doesn't change with the length.
Only that booking changes. The service itself keeps its normal length.
Length can't be changed on past bookings or full-term service bookings.
Various Price Options
If you offer services, such as functions, with variable pricing based on the number of attendees, you can set this up in these ways:
Set the Base Price: Create the service with a minimum price, and use retail products to add cost increments for additional attendees. Advise the booking student to purchase the necessary upgrades as retail products.
List Each Price Option Separately: Create each price option as a separate service, specifying the attendee count in the service title (e.g., “Function for 10 Guests” and “Function for 20 Guests”).
Charge Per Extra Attendee: In Manage Studio > Services, edit the service, set a max capacity above the number of included students and enter a Price per Extra Attendee. Staff can then add extra paid guests to a booking (see below).
Adding Guests to a Booked Service
When you open a booked service in the Service Calendar, you may see two buttons:
Invite More Guests — invite people into spots that have already been paid for.
Add More Guests — add extra attendees and charge for them at the service's price per extra attendee. This button only shows when the service has a Price per Extra Attendee and a max capacity above the included students. If you don't see it, edit the service in Manage Studio > Services, raise the max capacity and set a price per extra attendee.
Students can't add extra attendees themselves after booking. Staff add them from the Service Calendar.
How Students Find Services
In the student app, a Services button appears next to the Book Now button on your studio's page, making it fast for students to find and book your services.
Booking Without Choosing an Instructor ("Any")
Students do not have to pick a specific instructor when booking a service such as a private lesson. They can leave the instructor as "Any" (shown as "Any preference" in the app).
When a student chooses "Any", they see every time slot where at least one instructor assigned to the service is available, and:
If the service requires you to accept requests (auto-accept off): the request goes to all instructors who are assigned to the service and available at that time. The first instructor whose acceptance goes through gets the booking, and it is then confirmed with them.
If the service is set to auto-accept: the booking is confirmed straight away with one of the available instructors for that slot.
You can change the assigned instructor on the booking afterwards if needed (see below).
Service Requests Auto-Charge When You Accept
When a student submits a service request, they select their payment method at the time of booking. As soon as you accept the request, the system now automatically charges the student using that payment method — the booking is completed for them.
You no longer need to send the request back to the student for them to complete payment manually. Accepting the request confirms the booking and takes payment in a single step.
If an accepted request shows "Payment pending": this usually means the student's card needs extra authentication or was declined. The student can finish paying with Retry Payment in the app or Complete Payment on their requests page on the student website. Don't rebook the service in Checkout, as that creates a second booking.
Choosing Who Gets Booking Request Emails
By default, emails about service booking requests go to your studio email. You can send them to a staff member instead, for example the person who manages private lessons.
Go to Manage Studio > Services and open the service.
Under Request Email Recipient, pick the staff member.
Save the service.
That staff member then gets the new request email and the accept/decline notices for this service instead of the studio. Clear the field (it shows Studio (default)) to send them to the studio again.
If the chosen staff member becomes inactive or is removed, the emails go back to the studio automatically. Emails to the student are not affected.
Good to know:
Request emails (before a booking is accepted) go to one address only: the Request Email Recipient if one is set, otherwise the studio email.
They do not go to the instructor the student picked. Staff email notification preferences don't change this.
Once the request is accepted (or for auto-accept services, once it's booked), the assigned instructor gets the New Service Booked email.
Sending request emails only to the instructor the student chose isn't available yet.
Changing the Date or Time of a Booked Service
You can move an upcoming booked service, such as a private lesson or party, to a new date or time. You don't need to cancel it and book it again.
Open the booking from the service calendar and click Edit. Or open the student's profile, go to the Services tab and click Reschedule next to the booking.
In the Edit Booking window, choose the Instructor, then Select Date and Select Time Slot. You can also change the Room and Length here.
Click Update.
Good to know:
The booking keeps its payment. Nothing is charged or refunded when you move it.
The student isn't emailed about the change, so let them know the new time.
Only time slots where the instructor is available are shown. If the room is already booked at the new time, you'll be asked to confirm.
Past services can't be moved. You can only change the instructor (see below).
Full-term service bookings: you can move one session's time within the term dates. The instructor, room and length stay as set for the term.
Weekly bookings: each week is its own booking, so move each one separately.
Editing the Instructor on a Service
You can change the instructor assigned to a booked service — including services that have already taken place. Edit a past service the same way you would edit an upcoming one, and the change will be reflected accurately in your reporting (such as payroll).
Adding Notes to a Service Booking
You can add a private note to any booked service, for example what to focus on in a private lesson or set-up needs for a party. Notes are for your team only. Students never see them.
When booking: in Buy Service, type in Booking notes (staff only). This is separate from the Payment note, which is about the payment.
After booking: open the booking and find the Booking notes card. Click Add note (or Edit), type your note and click Save.
You can edit a note at any time, even after the session has happened. The card shows who last edited it and when. To remove a note, edit it, clear the text and save.
Booking a Service Weekly for a Student
You can book a student into the same service every week, such as a weekly private lesson, in one checkout with one payment.
In Buy Service, choose the service, date, time, instructor and room as usual.
Turn on Repeat weekly and enter how many weeks (2 to 52).
Check the list of dates. Each one shows Available, Check (the instructor isn't marked available), Clash (something else is booked) or Unavailable (the date has passed). Untick any dates you don't want. Clash dates are unticked by default. Tick one only if you want to book it anyway. Use + Add another week to add more.
Check the Weekly total and Total to charge, then take payment.
Good to know:
Every session is the same day, time, instructor and room, at the service's normal length.
You can pay by card, wallet, another payment method, or a package with enough credits for every session (one credit per session). The package must not expire before the last session.
Memberships, partial payments, discount codes and gift cards can't be used for weekly bookings. To use one of these, book single sessions instead.
Each session becomes its own booking, so you can edit or cancel one week without affecting the others.
The student gets one confirmation email listing all their sessions.
Weekly booking is only available when staff book. Students book one session at a time.
Service Invitees and Waivers
When a student invites others to a service (for example, guests at a private function), each invitee must sign your studio waiver when accepting their spot. This ensures everyone attending has agreed to your waivers, not just the person who made the booking.