RECURRING SESSION TEMPLATES

One off sessions are sessions that you will set up in your calendar. They're set up for that one session and that one session only.

You also have the option for recurring session templates. Perfect for members that you train the same time and day each week.

First you will select the client from your client list for the session.

Note: You client does not need to be connected for you to set up a 1:1 session for them, they will need to be connected via the member app to receive confirmation, reminder and cancelation push notifications. You can enable email reminders - https://ptmate.app/admin/settings

Once you have selected your client you will select how frequent the session will repeat.

Set the day and time you want the session to run on a recurring basis.

Next, set when you want the template to start.

Note: You can set up 12 weeks ahead of your schedule.

Trainer to run the session - Select the trainer that will be running the session, if left unassigned by default you will be the trainer assigned to the session.

Do you have different training locations?

Assign the location for the session.

Create locations - https://ptmate.app/admin/locations

Session name / Session description - You have the option to add a session name and session description for your members to read.

Allow preview - When using the programming feature this option will if enabled allow your members to see the program once it has been attached to the session.

Disabling the option will display to your members as though there is no program attached to the session.

Set end date - You can set up your session to end after a set date. This is great for term by term training or different fitness challenges!

Create 1:1 availability session

From your Calendar page, Recurring templates tab - https://ptmate.app/calendar/recurring-templates

You will have 2 options when you create a 1:1 template. 1:1 session and 1:1 availability

1:1 session is the option we will start with.

To create a 1:1 availability session run through setting options to set the sessoin up the way you need it.

Select the repeat cycle of the class

Repeats every;

Set the day of the week and the time of the session.

Set when you would like the session to become available in your calendar.

Set the session duration.

To make your session a virtual sessions or to give access to your streaming link you can past the url here. At the beginning of the session there will be an option appear in the members app 'join' allowing your members to connect via the url to your online session.

If you have other staff members you can assign a trainer to the session.

Do you offer different training locations? If so you can add you different locations to the sessions and assign your sessions to the necessary location.

Create locations for your business here - https://ptmate.app/admin/locations

Next, give your class a name.

Note: This is what your members will see in the calendar.

Then add a session description.

Let your members know what to expect each class.

Allow preview - When using the programming feature this option will if enabled allow your members to see the program once it is added. Disabling the option will display to your members as though there is no program attached to the session.

Set time for bookings to open - This options allows you to set when the sessions becomes available for members to book into. Enable the settings by flicking the switch on then select how many days before the session would you like it to become available.

Set lock in time for bookings - This option allows you to set when your members can no longer cancel their session bookings. Stopping last minute cancellations.

Enable the settings by flicking the switch on then select the number of hours before the session start time that the session cut off time is in affect.

Set end date - This option allows you to stop the session for running after a set period of time. Great for training terms or fitness challenge sessions, etc.

Enable the settings by flicking the switch on then select the date you want the sessions to end in your calendar.

From your Calendar page, Recurring templates tab - https://ptmate.app/calendar/recurring-templates

Under the Classes tab you can create all of your classes.

Public refers to a class that all members and new leads can access and book into.

Set the option you would like the class to repeat

Set the day of the week and the time of the class.

Set the start date for the class to appear in your calendar.

Note: You can select up to 12 weeks ahead.

Set the duration of the class. This will display in your calendar.

To turn this class into a virtual class or a live stream you can paste your virtual connection link (zoom, teams, etc) or streaming link (fb live, twitch, etc) to the session.

Note: Precisely 5 minutes before a class is about to start the connection link will pop up on the members app or member web portal to allow your members to join the class through the url link.

Next, add a session name, this is optional!

Note: If you do leave this section blank the class will display as 'Class' in your calendar.

If you have multiple trainers or coaches that run classes you can assign them to the class and the class will display in their own calendars.

Note: Members will be bale to see the name of the coach running the session through their member apps.

If you run a fitness business that has multiple locations you can add the class location in here so the class appears in the calendar at the specific training location.

To create your locations head to you locations tab in you admin page on your business web portal. Here is a direct link - https://ptmate.app/admin/locations.

Class description - Here you can write a description of the class to help your members know what to expect with each class.

Allow Preview - This is an option to display or hide the program that you attach to a class. To learn more about the programming head to Programming in you PT Mate Help Centre.

Limit Available Spots - By enabling this option you can set the number of members that can attend the class.

Note: This options also enables a waitlist that when your class fills up your members will be put into the waitlist. If members that are booked into the class cancel their booking the member first on the waitlist will be bumped into the class and will receive a push notification alerting them.

Set lock in time for bookings - This option allows you to set when your members can no longer cancel their session bookings, stopping those last minute cancellations.

Enable the settings by flicking the switch on then select the number of hours before the session start time that the session cut off time is in affect.

Set lock in time for bookings - This option allows you to set when your members can no longer cancel their session bookings. Stopping last minute cancellations.

Enable the settings by flicking the switch on then select the number of hours before the session start time that the session cut off time is in affect.

Set end date - This option allows you to stop the session for running after a set period of time. Great for training terms or fitness challenge sessions, etc.

Enable the settings by flicking the switch on then select the date you want the sessions to end in your calendar.

Exclusive classes are classes that are only accessible to specific member groups or specific session packs or memberships. This allows for members to be able to have difference access to sessions then other memberships types.

From your recurring templates select the 'Exclusive' class.

You will select the member group, or pack or membership that has access to the class.

Set the class repeat cycle;

Set the day of the week and the time of the session.

Set when you would like the class to appear in your calendar.

Set the class duration.

To make your session a virtual sessions or to give access to your streaming link you can past the url here. At the beginning of the session there will be an option appear in the members app 'join' allowing your members to connect via the url to your online session.

Next, give your class a name.

Note: This is what your members will see in the calendar.

If you have other staff members you can assign a trainer to the session.

Do you offer different training locations? If so you can add you different locations to the sessions and assign your sessions to the necessary location.

Create locations for your business here - https://ptmate.app/admin/locations

Then add a class description.

Let your members know what to expect each class.

Allow preview - When using the programming feature this option will if enabled allow your members to see the program once it is added. Disabling the option will display to your members as though there is no program attached to the session. Take a look at how to use the duel program builder - https://intercom.help/pt-mate/en/articles/10343848-programming

Limit Available Spots - By enabling this option you can set the number of members that can attend the class.

Note: This options also enables a waitlist that when your class fills up your members will be put into the waitlist. If members that are booked into the class cancel their booking the member first on the waitlist will be bumped into the class and will receive a push notification alerting them.

Set time for bookings to open - This options allows you to set when the sessions becomes available for members to book into. Enable the settings by flicking the switch on then select how many days before the session would you like it to become available.

Set lock in time for bookings - This option allows you to set when your members can no longer cancel their session bookings. Stopping last minute cancellations.

Enable the settings by flicking the switch on then select the number of hours before the session start time that the session cut off time is in affect.

Set end date - This option allows you to stop the session for running after a set period of time. Great for training terms or fitness challenge sessions, etc.

Enable the settings by flicking the switch on then select the date you want the sessions to end in your calendar.

Private classes are the perfect option for private small group (2-4) personal training sessions.

You will select the specific members or groups that have access to the class.

Note: You can edit the list anytime.

Set the class repeat cycle;

Set the day of the week and the time of the day the class runs

Next, set when you want the class to begin to appear in your calendar.

Note:

Set the duration of the class. This will display in your calendar.

To turn this class into a virtual class or a live stream you can paste your virtual connection link (zoom, teams, etc) or streaming link (fb live, twitch, etc) to the session.

Note: Precisely 5 minutes before a class is about to start the connection link will pop up on the members app or member web portal to allow your members to join the class through the url link.

Next, add a session name, this is optional!

Note: If you do leave this section blank the class will display as 'Class' in your calendar.

If you have multiple trainers or coaches that run classes you can assign them to the class and the class will display in their own calendars.

Note: Members will be bale to see the name of the coach running the session through their member apps.

Class description - Here you can write a description of the class to help your members know what to expect with each class.

Allow Preview - This is an option to display or hide the program that you attach to a class. To learn more about the programming head to Programming in you PT Mate Help Centre.

Limit Available Spots - By enabling this option you can set the number of members that can attend the class.

Note: This options also enables a waitlist that when your class fills up your members will be put into the waitlist. If members that are booked into the class cancel their booking the member first on the waitlist will be bumped into the class and will receive a push notification alerting them.

Set time for bookings to open - This options allows you to set when the sessions becomes available for members to book into. Enable the settings by flicking the switch on then select how many days before the session would you like it to become available.

Set lock in time for bookings - This option allows you to set when your members can no longer cancel their session bookings. Stopping last minute cancellations.

Enable the settings by flicking the switch on then select the number of hours before the session start time that the session cut off time is in affect.

Set end date - This option allows you to stop the session for running after a set period of time. Great for training terms or fitness challenge sessions, etc.

Enable the settings by flicking the switch on then select the date you want the sessions to end in your calendar.

Internal events allow you to add to your calendar events/ meetings/ appointments that you have, e.g; meeting, weekly planning, etc. These internal events are invite only events, also with the option to make them accessible only to you, and you can set them up as one off events in your calendar or as recurring bookings in your recurring templates

Let's set them up.

Head to your PT Mate calendar, recurring templates page and select the 'internal event' button option - https://ptmate.app/calendar/new-recurring-event

This will bring you to a new template.

Select the date and time of the event.

Set the duration.

Invitees? This is great for work related meetings where you have the option to send the event to staff members and other attendees. They will receive an email of the event booking.

Note: To add multiple invitees type in their email address with a comma " , " after each email.

Add the location of the event.

Note: This option will only be available if you have set up different locations for your business.

Are you running this event online? Add a connection link, whether it's a zoom call or a facebook live event by simply adding in the connection link your invitees will be able to connect.

Event notes - You can add notes for the event. These notes are private notes for you.

And, private event - Select this option to make the event only accessible to you.

Bookable events are a great booking option for events you want to offer to your fitness community that are not training sessions, for example; great for seminars, health and fitness challenges, or health check-ins.

Let's go through how to set up your bookable events.

Here you can set up who has access to the bookable event.

Event name - This is what will be displayed in your calendar.

Set the date of the event and the time it will run.

Set the duration of the event.

Limit available spots that can be booked.

If you have set up different locations for your business you can set the location here for where the event will be held.

Is your event online? Simply paste in the url connection link to your event allowing members to meet you online, either through an online meeting room, e.g; zoom, or as a live stream, e.g; facebook live or youtube live.

Event notes - Much the same as your internal event notes here you can add notes to your event that is only viewable to the you.