Staff Services allows you to manage bookable services such as lessons, training sessions, or appointments, while ensuring staff availability is coordinated across all activities. This guide will include instructions on managing staff members, defining service categories, creating services and add-ons, and handling bookings through both admin and member workflows.
Here are the steps to take to make your staff available for bookings:
Under the staff services section of your dashboard, you’ll find a page called service categories, where you can manage your offerings and their availability. From here, use the + button to create a service category. This is a high-level grouping of services, such as “private lessons” or “spa treatments.”
Select your service category, and you’ll be able to set up the framework for this group of services. One important setting is the “booking flow,” which customizes the sequence of steps the member takes when making a booking. A private lesson with a golf pro might follow the sequence ‘choose a professional’ > ‘choose a service’ > ‘choose a time’, whereas a manicure might follow the sequence ‘choose a service’ > ‘choose a time’ > ‘choose a professional’.
Click into the schedule tab to indicate when these types of services are offered. If your availability varies by day of the week or season, you may need to create more than one schedule.
Click into the booking rules tab to determine how far in advance a booking can be made, as well as what time a time slot becomes available to book.
In the product library, create a standard product for the cost of the service. This may vary based on the complexity of your offerings, but it’s likely that you’ll need to create a product for each service and each duration. For example, you’d create a unique product and price for Head Pro 1-hour lesson, Head Pro 30-minute lesson, Assistant Pro 1-hour lesson, Assistant Pro 30-minute lesson, etc.
Each provider can have a unique schedule of availability, and this is configured on their profile. Navigate to the service provider page beneath the staff services section of the dashboard and use the + button to indicate the staff member as a service provider; (if this employee is not in your Clubspot system yet, you’ll need to add them under the Staff section first!)
Once that service provider exists in your dashboard, click into their profile to add availability. This is where you’ll set which services this person can sell and when they can do so.
Once the various windows of availability for each provider are set, you can add any necessary time blocks. These are windows of unavailability that would otherwise be part of the provider’s availability. They can be added on an ad-hoc or recurring basis. This could be useful if they call out sick or take a vacation. Please note that if this staff member is set as the provider for a group class or an on-court lesson, Clubspot will automatically block this time from their bookable schedule to prevent double-bookings.
Return to the service categories section and click into a classification of service, then navigate to the services tab. This is where you’ll program the specific ‘menu items’ for selection within this service category. For example, if the service category is massage, the services might be deep tissue massage-60min, deep tissue massage-30 min, Swedish massage-60min, hot rocks-60min…
You’ll notice the ability to include add-on services. An add-on is how you’ll offer upgrades to an existing service, such as adding aromatherapy to a massage
Once your service is established, it is important to link that service to a provider and a product. Click into a service to indicate which staff member offers this service, and the product that is billed when they do. You’ll also indicate if there is an add-on applicable to this service.