Set up and manage appointments

Appointments are one-to-one time slots built from an appointment type and an instructor's availability. They are separate from recurring classes and do not have a waitlist or multi-seat capacity.

Build the diary

Open Admin → Events & Classes → Appointments and configure in this order:

1. Add each instructor. When there is more than one, assign every appointment type to the correct instructor so separate diaries do not collide.
2. Create appointment types with a name, duration, credit cost, buffer after the meeting, bookable-ahead window, cancellation grace period and optional reminder.
3. Choose a required session-pass offering when only one pack may pay; otherwise allow any eligible session pass.
4. Add weekly availability. Multiple windows can represent a split day.
5. Block holidays, leave or shorter unavailable periods under Blocked dates.

Members choose from calculated open slots. Existing appointments, buffers, blocks and matching availability remove conflicting times.

Credits and cancellation

An appointment type can cost zero or a set number of sessions. For a paid-with-credits appointment, the booking uses active session-pass credits; an unlimited class membership is not a substitute for appointment credits.

A member cancellation before the configured cutoff refunds those credits. A late member cancellation does not; an owner cancellation refunds them. There is no appointment waitlist, so a cancelled time simply becomes available again when it remains inside the booking window.

Only joined community users can book through the current flow. Guest booking and booking several people into one appointment are not supported.

External busy calendars

An owner can connect up to three read-only iCalendar feeds to block times already occupied elsewhere. These feeds are community-wide: an overlapping busy event blocks that slot across the community's appointment diaries, not only one instructor. JollyBee caches each feed for about five minutes. Current recurrence handling covers ordinary daily and weekly rules; more complex recurrence patterns may not block every occurrence.

If a remote feed cannot be read, availability fails open rather than closing the whole diary. Treat the feed as a convenience, verify important blocks in JollyBee, and use explicit Blocked dates for leave or other must-not-book periods.