Create Appointment Services

What are appointment services#

Appointment services are bookable offerings that customers can schedule for a specific time. An appointment is service time reserved for one person or a private group. A service can use a provider, a resource, or both.

Examples include:

• Private training
• Consultations
• Massage or spa treatments
• Personal coaching
• Assessments
• A court, lane or room that customers book on their own, with no provider

Owners and managers set up services from Admin > Services.

What makes a service bookable#

Open the service detail page to see its Setup checklist. A service is ready to accept bookings when the checklist items that apply to it are complete:

1. Active: The service is visible to customers.
2. Linked product: An appointment product is linked for customers to use when booking.
3. Providers assigned: Required when a provider delivers each booking.
4. Resources assigned: Required when the service uses resources.
5. Resource availability: Required when the service uses resources and those resources need schedules.

Each missing item links to the row on the page that fixes it. For resource schedules, see Set Availability Schedules.

A new service starts inactive. When the linked product and the providers or resources the service needs are in place, click Activate beside the status at the top of the page. If something is still missing, the service stays inactive and the missing rows are highlighted. An active service must keep these links: an edit that would remove the last product, provider or resource it needs is refused.

Provider-based vs resource-based#

Choose the requirements that match how the service is delivered:

• Provider-based: Time slots use the schedules of providers who deliver the service.
• Resource-based: Time slots use the availability of rooms, equipment, or other resources.
• Both: A time is available only when an assigned provider and the required resource are available together.

A court booked on its own is a resource-based service with no provider: the customer picks one court and the booking holds only that court.

You set these choices under Providers & availability and Resources & locations on the service detail page.

Create a new service#

1. Go to Admin > Services.
2. Click New Service.
3. Enter a name in the Create service dialog.
4. Click Create service.

Naayya opens the new service detail page, where you finish the setup. The setup rows each have an edit button that opens a dialog. Click Save in the dialog and the page keeps its place.

1. Set Duration (minutes) under Details & media and click Save beside it. It accepts values from 5 to 480 minutes.
2. Under Providers & availability, choose whether a provider delivers each booking, and which providers can. See Assign providers to services.
3. Under Resources & locations, choose the courts, rooms or equipment the service reserves. See Link resources to a service.
4. Under Pricing & linked products, link the appointment product customers buy to book it. See Set pricing for your service.
5. Under Settings & intake form, choose Who can book. See Choose who can book.
6. Click Activate at the top of the page.

Example: a court customers book on their own#

1. Create a service named, for example, "Court booking 45 min", and set the duration to 45.
2. Edit Resources under Resources & locations, choose Customer picks one, and tick each court.
3. Edit Provider under Providers & availability and turn off A provider delivers each booking. A service without a provider must reserve a resource, so link the courts before this step.
4. Edit Linked products and tick the product that sells the booking.
5. Click Activate.

Customers then choose a court and a time, and each booking holds the court they picked.

Share your booking page#

For the customer-facing booking steps, see How Customers Book Appointments.

Customers use your public appointments page to browse services and choose a time. A service appears there only when its visibility and setup allow bookings.

Find your booking page URL#

Your public appointments page uses this path:

https://www.naayya.com/s/your-business-slug/appointments

Replace your-business-slug with your business's public slug. You can share the page on your website, in email, on social profiles, or directly with a customer.

Where to share your booking link#

• Add a Book Now button to your website.
• Include the page in email signatures and newsletters.
• Share it on social profiles.
• Send it directly to customers by email or text.
• Add the URL to printed material or a QR code.

Set pricing for your service#

Each service needs an appointment product linked before customers can book it.

On the service detail page, find Linked products under Pricing & linked products and click edit. In the Linked products dialog, tick the products customers can buy to book this service and click Save. When you link more than one, choose Make default on the product customers pay with unless a shared link names another. If you have no product yet, use Create a service product.

A product's availability depends on the service it is linked to. If a customer has a product but cannot use it for a service, check that the product is linked to that service.

Assign providers to services#

Under Providers & availability, edit Provider to open the Provider dialog:

• A provider delivers each booking: Leave this on for services such as a massage or a coaching lesson. Turn it off when customers book a court, lane or room on its own. A service without a provider must reserve at least one resource.
• Providers: Tick the team members who can deliver the service. A provider service needs at least one before it can be activated.
• Customers choose their provider: When this is on, customers pick from the ticked providers during booking. When it is off, an available provider is assigned for them.

Click Save. The Settings & intake form section then shows Provider selection as Customer can choose or Assigned provider.

For provider schedules, see Set Availability Schedules.

Configure buffer times#

The service detail page shows Buffer before and Buffer after under Settings & intake form. These values reserve time around an appointment for preparation, cleanup, or other work. Review them when you check that appointments fit your operating schedule.

Add service images#

Service media appears in Details & media on the service detail page. Review the media there to confirm customers will see the right image for the service.

Link resources to a service#

If a service needs a court, room, piece of equipment, or another resource, edit Resources under Resources & locations. In the Resources dialog, choose how bookings use them:

• Customer picks one: Customers choose one of the ticked resources when they book, like a court. Each booking holds only the one they picked.
• All are reserved: Every booking holds all of the ticked resources at once, like a treatment room a provider works in.

Tick the resources, grouped by location, and click Save. If the list is empty, add resources to a location first in Admin > Settings > Locations.

Resources must also have usable availability. See Manage Appointment Resources and Set Availability Schedules.

Set up combo services with multiple resources#

Some services need more than one resource at the same time. When the service requires multiple resources, each required resource needs availability for the same appointment time.

For example, a service that uses a sauna and an ice bath can offer a time only when both resources are available. Choose All are reserved for these resources, and review each resource's schedule before sharing the service.

Choose who can book#

Under Settings & intake form, the Who can book row shows whether a service is open to everyone or to members only. Edit it to choose:

• Everyone: The default. Anyone can book it, within your business's booking window.
• Members: Only people who hold one of the memberships or passes you tick can book it online.

For each membership or pass you tick under Members, set two numbers:

• Days ahead: How many days before a time its holders can book it. A new choice starts at 7 days. Enter a whole number from 0 to 365.
• Upcoming bookings at once: The most upcoming bookings one person can hold for this service. Leave it empty for no limit.

A members-only service needs at least one membership or pass, so Save stays off until you tick one. If you switch back to Everyone, Naayya keeps your choices, and choosing Members again brings them back.

When you open a membership or pass from Admin > Pricing, its page lists the Members-only services it can book, with the days ahead and limit for each. You change these on the service, not on the membership.

Customers see why they cannot book a members-only service before they pick a time. See How Customers Book Appointments. Staff booking from admin can still book a customer the rule refuses, with a reason. See View and Manage Appointments.

Let one booking hold a group#

Under Settings & intake form, the People per booking row shows how many people one booking of the service holds. A service holds 1 person until you turn groups on. Edit the row to open the People per booking dialog, which lets one booking hold a private group, such as a lesson for two.

1. Turn on More than one person per booking. The group takes the whole time together, and the person who books pays for everyone.
2. Set Fewest people and Most people. Turning groups on suggests 1 and 2, so a booking holds one or two people. Raise Most people to take bigger groups, up to 50. Most people must be at least 2. Fewest people is the smallest group the service takes, and it cannot be more than Most people.
3. Click Save.

The dialog tells you why a number cannot be saved before you click Save. A service that already holds a group keeps the numbers you saved.

The price is charged once for each person, so a service priced at CHF 75 costs CHF 150 for a group of two. A service has no single price for the whole booking. The row then reads, for example, "Up to 2 people", "2 to 4 people" or "2 people", with the note that the price is charged for each person.

To go back to one person, turn More than one person per booking off and click Save.

Staff choose the people when they book from admin. See Book a group. Admin shows each group as one appointment, and each person is checked in separately. See Work with group appointments. For what customers see, see How Customers Book Appointments.

Deactivate a service#

To stop new customers from booking a service while keeping its setup:

1. Go to Admin > Services.
2. Use the service row's action menu and choose Deactivate.

You can also click Deactivate beside the status on the service detail page. The service changes to Inactive. Choose Activate from the same menu, or click Activate on the detail page, when you are ready to make it available again.