New Feature Alert! With the latest update in September 2024, you can create a standing reservation for recurring private sessions, making it easier to book regular, recurring private classes and appointments in advance.
Private sessions in Punchpass allow you to offer one-on-one classes and appointments for your clients with ease.
Whether you're scheduling a single training session or setting up a recurring appointment, our updated process makes it simple and efficient. With our new feature, you can now create standing reservations for recurring private sessions, allowing clients to pre-book regular time slots in advance. This guide will walk you through both the standard process for setting up private sessions and the new option for recurring bookings.
Who can use this feature?
Private Sessions are available on Willow, Banyan, and Redwood plans.
Who can access this feature?
Instructors and users that have Restricted or Admin access can create Private Sessions,
Only Admin-level users can create Standing Reservations at this time.
What is a Private Session?
Private sessions work a bit differently from group classes. When clients want to book, you (or another person logged into Punchpass) will do that for them. At that point, they'll receive confirmation, etc. The session will then show on your internal Punchpass calendar, but it won't be viewable on your public schedule.
With a private session, you know the customer and you know which class they'd like to book. They're great for personal training, appointments, and other one-on-one services you provide.
Setting Up Private Sessions
In this section, we’ll guide you through the steps to set up a private session for a one-time appointment. This process ensures that you can efficiently book time with your clients for a variety of needs.
You can create a private session reservation for a future class time or designate a private session as an attendance for a class that has taken place.
Note: If it doesn't exist already, please create a class for each type of private lesson (e.g., "Private Session - 60 minutes"). You don't need to create any class times because this 'class' isn't regularly scheduled. How to Create a New Class
Steps to Create a One-Off Private Session
Step 1. Navigate to the Customer Account
When someone requests a private session, navigate to their customer account, scroll down to the Reservations in Upcoming Classes section, and click the "+ Private Session" button.
Step 2: Set the Private Session Details
Fill out the details for the private session: which class, the instructor, class location, date, time, etc.
Is this a Reservation or an Attendance?
Create the private session as a Reservation for an upcoming class where you plan on collecting payment later.
Create the private session as an Attendance if you'd like to assign a pass to the private session and automatically mark attendance for the private session.
When designated as an attendance, private sessions appear marked as if the person has already attended and the eligible pass is automatically debited.
Step 3: Press the Create Private Session button to Save
Create Recurring Private Sessions with Standing Reservations
For clients who need regular appointments, you can now set up recurring private sessions. This feature allows you to book multiple sessions in advance, ensuring that your client's preferred time slots are reserved automatically.
Note: Standing reservations create a reservation that repeats each week for the customer at the same time until the designated end date.
Steps to Create a Recurring Private Session
Step 1. Navigate to the Customer Account
When someone requests a private session, navigate to their customer account, scroll down to the Reservations in Upcoming Classes section, and click the "+ Private Session" button.
Step 2: Set the Private Session Details
From the Create Private Session page, designate the private session as a Reservation.
Fill out the details for the private session: which class, the instructor, class
location, date, time, etc.
Step 3: Enable Recurrence
Select the option to indicate this is a "Repeating Private Session." After selecting the time and date for the first session, you'll see an option labeled Repeat This Session. Toggle this on to enable recurring bookings.
Set an End Date. Decide whether to end the recurring sessions after a certain number of occurrences or on a specific date. This will ensure the reservation continues until the customer no longer needs it.
Step 4: Save the Private Session Reservation
Once you’ve set up the frequency and duration, save the private session by clicking the Create Private Session button. Punchpass will automatically generate the recurring appointments in the schedule.
Collecting Payment for Private Sessions
As an Admin user, you can always create a reservation for a customer, so you're welcome to ask customers to purchase a pass in advance, take payment in person, or invoice customers for payment after the private session.
View and Manage Private Session Reservations
Once created, you can manage private sessions like any other class or event. You can:
Edit or cancel specific sessions: Click on the class from your schedule to make any changes.
Notify your customer: If notifications are enabled, customers will be automatically informed of their recurring appointments.
Private Sessions do not appear on the public schedule.
How Upcoming Private Sessions Appear on Your Admin Schedule
When the date of the private session arrives, you'll see that private session on your admin Punchpass schedule like a regular class.
How Private Sessions Appear in Customer Accounts
Upcoming Private Sessions created as "Reservations" appear in the customer account as Reservations in Upcoming Classes section, with the flag "Private" next to the class name.
Private sessions designated as "Attendance" are automatically marked for attendance and appear under the History tab of the customer account, in the All Classes Attended section.
Allow Clients to Register Themselves with Appointments
If you'd like to let your clients register themselves online for private sessions, check out the Appointments feature or consider scheduling a recurring class with a limited number of attendees to one to ensure only one client can book per timeslot.
Frequently Asked Questions About Private Sessions
Will Private Sessions appear on the Public Schedule?
Private sessions don't show up on your public schedule. When your customers look at your schedule, they won't see the private listed -- it will look something like this...
Can I change the date, time, or other details for a private session?
Yes! To adjust the particulars for a private session, simply click on the session you want to update from the Schedule. On the class details page, click the Actions dropdown > Edit Private Session and make the necessary changes.
How can I cancel a single session in a standing reservation?
Please visit the customer account and from the list of Upcoming Reservations, you can click on the three-dot icon to the left of the class name, and select the Delete Reservation option.
What's the difference between a private session and an unlisted class?
In Punchpass, you can also set up group classes that don't appear on your public schedule. We call these classes "unlisted."
You might prefer this option if you're not clear about who the attendees might be. For example, when creating a private class for a company or a private party.
If you'd like to set up an unlisted group class, navigate to the class overview and make sure the option to show the class on the public schedule is NOT selected.
Need help setting up private sessions? Have questions? Please message Punchpass Support!