Complete Guide to Public Booking

Your public booking page is a game-changer. It allows clients to book classes 24/7 without you lifting a finger. This guide shows you how to set it up, share it, and maximize its potential.

What is Public Booking?
Setting Up Your Public Booking Page
Sharing Your Booking Link
What Clients See & Experience
Managing Public Bookings
Optimizing Your Public Page
Marketing Strategies
Troubleshooting

What is Public Booking?

The Concept

Your public booking page is a dedicated URL that clients can access to:

View your studio information
See available classes and schedules
Book sessions directly
Receive instant confirmation with QR code

No login required for clients! They simply enter their name and email to book.

Benefits for You

Time Savings:

⏰ No more phone calls during dinner
📱 No more back-and-forth texts
🌙 Clients book while you sleep
⚡ Instant bookings, no manual entry

Business Growth:

📈 24/7 availability increases bookings
🌍 Book from anywhere (clients traveling, at work, etc.)
💼 Professional image
📊 Easier to track and analyze

Client Experience:

🎯 See all available options at once
⚡ Instant confirmation
📱 Mobile-friendly
🔐 QR code for check-in

Benefits for Clients

Book anytime, anywhere
See full schedule at a glance
No waiting for confirmation
No need to call or text
Receive immediate QR code
Easy to manage their own schedule

Setting Up Your Public Booking Page

Step 1: Complete Your Studio Profile

Your studio profile becomes your public page, so make it attractive!

Navigate to Settings:

Click Settings in main menu
Fill in all fields thoroughly

Required Information:

✅ Studio Name
✅ Email
✅ Phone

Highly Recommended:

✅ Complete Address
✅ Description (2-3 compelling paragraphs)
✅ Opening Hours
✅ Logo (professional image)

Example Studio Description:

Welcome to Serenity Pilates Studio!

We offer small-group Pilates classes in a welcoming, supportive
environment. Our certified instructors focus on proper form and
individualized attention, ensuring every member gets the results
they're looking for.

Whether you're a complete beginner or experienced practitioner,
we have classes suited to your level. Join our community and
discover the transformative power of Pilates!

New to Pilates? Your first class is free! Book below and mention
this offer when you arrive.

Step 2: Get Your Public Booking Link

In Settings:

Scroll to Public Booking Link section
Your unique URL is displayed
Click Copy Link button

Your link looks like:

https://yourstudio.com/studios/abc123xyz456

Important Notes:

Link is permanent (doesn't change)
Link is unique to your studio
Link is public (anyone can access)
Link cannot be customized (auto-generated)

Step 3: Test Your Public Page

Before sharing, test thoroughly:

Open link in incognito/private browser window
- This shows what clients see
Check all information displays correctly:
- Studio name and logo
- Description is compelling
- Contact info is accurate
- Hours are correct
Verify classes appear:
- Scheduled sessions show up
- Dates and times are correct
- Class descriptions are visible
Test booking process:
- Select a future session
- Click "Book"
- Enter test information
- Stop before confirming (or create a test booking and delete it)

Everything look good? You're ready to share!

Immediate (Do Today):

1. Text/WhatsApp to Existing Clients

Hi [Name]! Great news - you can now book classes online 24/7!
Here's the link: [your link]
Save it to your phone for easy access. See you soon!

2. Instagram/Facebook Post

📢 Big announcement! Book your Pilates classes online anytime!

✨ See our full schedule
⚡ Instant confirmation
📱 Mobile-friendly
🎟️ Get your QR code

Link in bio! 👆
Or visit: [your link]

#PilatesStudio #BookNow #FitnessGoals

3. Email Signature

Jane Smith
Founder, Serenity Pilates Studio
📧 jane@serenitypilates.com | 📱 555-0123
🗓️ Book Classes: [your link]

This Week:

4. Add to Your Website

If you have a website, add prominently:

"Book Now" button in navigation
Banner on homepage
Dedicated "Schedule" page

Example Button HTML:

<a href="[your link]"
   style="background: olive; color: white; padding: 15px 30px;
          border-radius: 5px; text-decoration: none; font-weight: bold;">
  📅 Book a Class
</a>

5. Google Business Profile

Log into Google Business
Edit your profile
Add booking link to website field
Add to description
Create post about online booking

6. Instagram Link in Bio

Update Instagram bio
Add booking link
Or use Linktree/similar with booking as top link

7. Facebook Page

Add to "About" section
Pin post about online booking
Add as call-to-action button

Ongoing:

8. QR Code for Print Materials

Generate a QR code that links to your booking page:

Use free QR code generator (qr-code-generator.com)
Enter your booking URL
Download QR code image
Print on:
- Flyers
- Business cards
- Studio posters
- Window displays

9. Email Marketing

Subject: Book Your Next Pilates Class in Seconds! 📅

Hi [Name],

Tired of texting back and forth to book classes?

We've made it easier! Now you can:
✅ See our full schedule
✅ Book instantly (even at midnight!)
✅ Get immediate confirmation with QR code

Try it now: [your link]

Save the link on your phone and you'll never miss a class!

See you on the mat,
Jane

10. In-Studio Signage

BOOK YOUR NEXT CLASS NOW!

📱 Scan QR code or visit:
[your short link or QR code]

✨ View full schedule
⚡ Instant confirmation
🎟️ Get your QR code

Making Your Link Easy to Remember

Your auto-generated link might be long. Make it easier:

Option 1: Short Link Service

Use Bitly, TinyURL, or similar
Create: bit.ly/serenitypilates
Easier to remember and type

Option 2: Custom Domain (Advanced)

If you own a domain: yourstudio.com
Redirect: book.yourstudio.com → [your booking link]
Or: yourstudio.com/book → [your booking link]

Option 3: QR Codes

Clients don't need to type
Just scan and go
Perfect for print materials

What Clients See & Experience

Client Journey Step-by-Step

Step 1: Click Your Link

Client opens your booking URL
Sees your studio page

Step 2: View Studio Information Client sees:

Studio name and logo
Description
Address, phone, email
Opening hours

Step 3: Browse Available Sessions

Two viewing options:

Calendar View: See multiple days at once
List View: See detailed list of classes

For each session, client sees:

Class name (e.g., "Morning Pilates")
Date and time
Duration
Instructor name
Price
Available spots (e.g., "8/10 spots available")

Step 4: Select a Session

Client clicks "Book" on desired session
Booking form opens

Step 5: Enter Information

Required fields:

Full name
Email address

Optional fields:

Phone number

Special notes field:

Clients can add comments
Example: "First time! Any tips?"

Step 6: Confirm Booking

Client clicks "Confirm Booking"
Booking is instantly created
Client sees confirmation screen

Step 7: Receive Confirmation

Client receives:

✅ Confirmation message
📧 Confirmation email (if system sends emails)
🎟️ QR code for check-in
📥 Option to download/save QR code

Confirmation Details:

Booking reference number
Class name, date, time
Studio address
What to bring
Cancellation policy
QR code for check-in

Step 8: Save QR Code

Client saves QR code to phone
Or prints it
Brings to studio for check-in

What Makes a Good Client Experience?

Clear Information:

Class descriptions explain what to expect
Levels clearly stated (beginner, intermediate, advanced)
What to bring (mat, water, towel)

Easy Navigation:

Simple, clean layout
Mobile-friendly design
Fast loading

Immediate Confirmation:

Instant feedback
Clear next steps
QR code ready to save

Professional Appearance:

Logo and branding
Well-written descriptions
Accurate information

Managing Public Bookings

Where Public Bookings Appear

In Your System:

Bookings Page: Shows all bookings including public ones
Dashboard: Recent bookings display
Class Sessions: Booking count updates

Identifying Public Bookings:

Created by client (not you)
May be marked as "Pending" payment initially
Client info auto-populated

Automatic Member Creation

When client books:

System checks if email exists
If new: Creates new member profile automatically
If existing: Uses existing member profile and updates info

Member Profile Created:

Name (from booking form)
Email (from booking form)
Phone (if provided)
Automatically linked to your studio

Benefit: You don't need to manually add every new client!

Payment Handling for Public Bookings

Current System: Most systems mark public bookings as "Unpaid" by default.

Your Workflow:

Client books online
Booking shows as "Unpaid"
Client pays at door
You mark booking as "Paid"

Future Enhancement: Some systems support online payment integration (Stripe, PayPal):

Client pays when booking
Booking marked "Paid" automatically
Even less work for you!

Check if your system has:

Payment gateway integration
Online payment settings
How to enable (see Settings or contact admin)

Following Up with Public Bookings

Immediate (Within 1 Hour): Send welcome message to new clients:

Hi [Name]! Thanks for booking [Class] on [Date] at [Time].

A few things to know:
✅ Bring a yoga mat (or rent one for $5)
✅ Arrive 10 minutes early
✅ Bring water and towel
✅ Wear comfortable workout clothes

Show your QR code when you arrive for quick check-in.

First time with us? Let me know and I'll give you a tour!

See you soon,
Jane

24 Hours Before Class: Send reminder:

Hi [Name]! Reminder: [Class] tomorrow at [Time].

📍 Location: [Address]
🎟️ Bring your QR code
💧 Bring water

Can't make it? Let me know ASAP so we can free up your spot.

See you tomorrow!

After First Class: Follow up:

Hi [Name]! Thanks for joining [Class] today! How did you like it?

We'd love to see you again. Check out our packages for great
savings: [package info or link]

Book your next class: [booking link]

Questions? Just reply!

Cancellation Handling

If Client Wants to Cancel:

Since clients can't cancel online themselves (in most systems):

Client contacts you (text, call, email)
You find their booking
Click "Cancel"
Update payment status if needed
Free up spot for others

Establish Cancellation Policy:

Cancellation Policy:
Please cancel at least 24 hours before class.
Late cancellations (<24h) forfeit the session.
Contact us at [phone] or [email] to cancel.

Display Policy:

On public booking page (in studio description)
In confirmation message
In reminder messages

Optimizing Your Public Page

Studio Description Best Practices

What to Include:

Paragraph 1: Welcome & Overview

Welcome to [Studio Name]! We offer [type of classes] in a
[adjective] environment. Our mission is to [your mission].

Paragraph 2: What Makes You Special

What sets us apart:
• Small class sizes (max 10 people)
• Certified, experienced instructors
• Beginner-friendly approach
• Modern, clean facility
• Supportive community

Paragraph 3: Call to Action

Ready to start your fitness journey? Book your first class
below. New clients get their first session free!

Questions? Call us at [phone] or email [email].

Length: 150-300 words (not too long!)

Tone: Welcoming, professional, encouraging

Class Descriptions That Convert

For Each Class:

Bad Description:

Pilates class on Monday morning.

Good Description:

Morning Mat Pilates - All Levels Welcome

Start your week strong with our popular mat Pilates class!
This 60-minute session focuses on core strength, flexibility,
and mind-body connection.

Perfect for: All levels, beginners to advanced
What to bring: Mat (or rent $5), water, towel
Instructor: Sarah (certified Pilates instructor, 10+ years)

Small class size ensures personalized attention. Join us!

Elements of Good Description:

✅ Clear level (beginner, all levels, advanced)
✅ What to expect (focus areas)
✅ Duration mentioned
✅ What to bring
✅ Instructor qualifications
✅ Welcoming tone

Logo & Branding

Logo Requirements:

Format: JPG or PNG
Size: Max 2MB
Dimensions: 200x200px to 800x800px
Quality: High resolution
Background: Transparent PNG preferred

Logo Design Tips:

Simple and clean
Recognizable
Looks good small (mobile)
Matches your brand colors

If You Don't Have a Logo:

Use free tools: Canva, LogoMaker
Or text-based logo with studio name
Hire designer on Fiverr ($20-50)

Timing & Availability

Schedule in Advance:

Create sessions 2-3 months ahead
Clients like to plan ahead
More advance bookings = better cash flow

Keep Schedule Updated:

Cancel sessions promptly if needed
Add special workshops and events
Adjust for holidays

Show Enough Options:

At least 3-5 classes per week
Multiple time slots (morning, evening)
Variety of class types

Mobile Optimization

Your public page should work great on phones:

Test on Mobile:

Open booking link on your phone
Check readability
Test booking process
Ensure QR code displays

Mobile Best Practices:

Short, scannable descriptions
Clear call-to-action buttons
Easy form fields
Fast loading

Marketing Strategies

Instagram:

Weekly schedule posts
Story highlights for "Book Now"
Link in bio to booking page
Repost client transformations with booking CTA

Facebook:

Create events for special workshops
Link to booking page in event
Share schedule every Monday
Pin booking post to top of page

Example Post:

📅 This Week's Schedule:

Mon: 9am Mat Pilates, 6pm Power Hour
Tue: 9am Beginner Pilates
Wed: 9am Mat Pilates, 6pm Power Hour
Thu: 9am Beginner Pilates, 7pm Advanced
Fri: 9am Mat Pilates
Sat: 10am Workshop: Core Strength

Book now: [link]

Spots fill up fast! 🔥

[Image of class or schedule]

Strategy 2: Email Marketing

Weekly Schedule Email:

Subject: This Week at Serenity Pilates 🧘‍♀️

Hi [Name],

Here's what's on this week:

Monday 9am - Mat Pilates (5 spots left)
[Book Now Button]

Wednesday 6pm - Power Hour (8 spots left)
[Book Now Button]

Saturday 10am - Core Workshop (NEW!)
[Book Now Button]

See full schedule: [booking link]

See you on the mat!
Jane

Send:

Every Sunday evening or Monday morning
Highlight popular classes
Note limited availability
Include direct booking links

Strategy 3: Referral Program

Incentivize Sharing:

Refer a Friend, Get a Free Class!

Share your booking link: [your link with referral code]

When your friend books their first class, you both get
a free session!

Terms: Friend must complete first class. Limit 5 per month.

Track Referrals:

Ask new clients "How did you hear about us?"
Reward referring clients
Thank them publicly (with permission)

Strategy 4: Local SEO

Google My Business:

Add booking link to website field
Include in description
Post weekly schedule updates
Respond to reviews with booking link

Online Directories:

Yelp: Add booking link
ClassPass/Mindbody: Link to your page
Local fitness directories
Community forums

Strategy 5: Partnerships

Cross-Promotion:

Partner with local gym, spa, health food store
Share each other's booking links
Offer combo deals
Display QR codes in partner locations

Example:

Partnership with Green Juice Bar:

Show receipt from Green Juice, get 10% off class!
Book here: [your link]

Strategy 6: Limited-Time Offers

Create Urgency:

🔥 Flash Sale - This Week Only! 🔥

Book any 3 classes this week and get your 4th FREE!

Book now: [link]

Offer ends Sunday midnight. Don't miss out!

Other Offers:

"First 5 bookings for Monday's class get free smoothie"
"Book 3 friends for Saturday workshop, all get 25% off"
"New clients: First class free! Code: FIRST at checkout"

Troubleshooting

Problem: No One Is Using the Booking Link

Possible Causes:

They don't know about it
It's too complicated
They prefer personal contact
Technical issues

Solutions:

Promote more aggressively
- Mention every time you communicate
- Post weekly reminders
- Show how easy it is (video demo)
Simplify
- Make sure description is clear
- Test user experience
- Ask clients for feedback
Incentivize
- "Book online, get 10% off"
- "Online bookings get priority"
Educate
- Walk through process in person
- Send video tutorial
- Offer help first few times

Problem: Clients Booking Wrong Class/Time

Causes:

Class descriptions unclear
Similar class names confusing
Time zones issues

Solutions:

Clearer descriptions
- Add level clearly (BEGINNER / ADVANCED)
- Use distinct names
- Add more details
Confirmation message
- Emphasize date, time, class name
- Ask them to double-check
Follow-up call/text
- For first-time bookers
- Confirm they booked intended class

Problem: Public Bookings Show Wrong Payment Status

If bookings default to "Unpaid":

This is normal
Update to "Paid" when client pays at door
Or integrate payment gateway

If bookings should be paid online:

Check payment gateway settings
Verify integration is active
Test checkout process

Problem: Clients Not Receiving Confirmation

Troubleshooting:

Check email settings
- Is system sending emails?
- Check spam/junk folder
- Verify email configuration
On-screen confirmation
- Ensure client sees confirmation screen
- QR code should display immediately
- Instructions to save QR code
Manual confirmation
- Send confirmation yourself via WhatsApp/text
- Include all details and QR code

Problem: Booking Link Not Working

Check:

Link copied correctly (no extra spaces)
Link opens in browser (not app)
Studio profile is complete and active
Sessions are scheduled and visible

Test:

Open in incognito window
Try different device
Try different browser
Check system status

Quick Reference

When promoting your booking link:

Include clear call-to-action
Emphasize benefits (24/7, instant, easy)
Show how easy it is (video/screenshots)
Make link clickable
Include QR code for print
Test link before sharing
Track usage and effectiveness

Optimization Checklist

Studio description is compelling (150-300 words)
Logo uploaded and looks good
Contact info complete and accurate
Hours listed clearly
All classes have good descriptions
Sessions scheduled 2-3 months ahead
Tested on mobile device
Prices are clear
Cancellation policy stated
What to bring info included

Weekly Marketing Tasks

Post schedule on social media
Send email with week's classes
Update Google Business post
Check booking analytics
Follow up with new clients
Send reminders to upcoming bookings
Promote any special workshops

Summary

Your public booking page is a powerful tool that:

Saves you time - No more manual booking
Increases revenue - 24/7 availability
Improves client experience - Easy, instant booking
Builds your brand - Professional online presence

To maximize its potential:

Set up completely and professionally
Share everywhere consistently
Promote benefits actively
Optimize based on feedback
Track and improve continuously

Make your booking link your best salesperson - working for you 24/7!

For more help, see the Main User Guide or Quick Start Guide.

Public Booking