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Create an Appointment | Walla Support Center

This article walks you through the full process of creating an appointment, from adding rooms and location details to configuring staff availability and pricing.

Step 1: Add Rooms

In the appointment creation process, you will need to assign a room to an appointment type.

Currently, there is no way to restrict a room to appointments or classes only. This means that rooms used for appointments will also appear as room options when scheduling classes.

Follow the steps below to add rooms for your appointments:

  1. From the main navigation menu, select Locations.
  2. Choose the location you'd like to add a room to.
  3. Select the Rooms tab, then choose + Add to create a new room.
  4. Complete the Room Name, Capacity, and Notes fields.
  5. Select Add to save.

Keep in mind:

  • When a client books an appointment via the widget, a room is not automatically assigned.
  • Room capacity does not apply to appointments — it applies to classes only.
  • Appointment capacity is set when creating an Appointment Type. For example, if a room has a capacity of 40 but is used for an appointment with a capacity of 1, the appointment will still have a capacity of one.

Step 2: Add Location Details

  1. From the main navigation menu, under Manage Services and Plans, select Appointments.
  2. Choose + Add New Appointment.
  3. Choose the location where the appointment takes place.
  4. Select Next.
  5. Enter the Appointment Name. Note: appointment names cannot be edited once the appointment has been created.
  6. Define the Duration.
  7. Choose an appointment schedule increment from the drop-down.
  8. Assign the rooms this appointment type can take place in. Note: you cannot restrict an appointment type to a specific room, nor can you control the order in which rooms are booked.

Schedule Increments

The schedule increment determines the available start times for the appointment. For example, if you choose 15 minutes, the appointment will be available to book every 15 minutes — starting with the first instructor's availability and ending at the last. If the booking timeslot is 1:00 PM to 2:00 PM and the schedule start time is set to every 15 minutes, available booking times will be: 1:00 PM, 1:15 PM, and 1:45 PM.

Special Rules for Room Assignments and Client Bookings

  • If only one room is assigned during appointment setup, that room will be auto-assigned to the booking if it is available.
  • If more than one room is assigned, Walla will check to ensure at least one is available. If no rooms are available, the booking will not be allowed.
  • When multiple rooms are assigned, rooms will not be auto-assigned — they will need to be assigned by the front desk. It is important to assign rooms as soon as possible to avoid double bookings.
  1. Choose a Primary Category for your appointment. Primary categories are pre-set and are not customizable.
  2. Add a custom Sub Category.
  3. Add a Description.
  4. Add a Hidden Description (optional) 
    An internal field for appointment-specific instructions — like door codes, check-in steps, or arrival details. It won't appear on your public booking page. To include it in a client's booking confirmation email or SMS, add the  [appointment_hidden_description] variable to your Appointment Booking Notification template. The field must be populated for content to appear, and updates only apply to future notifications. Example: A Sauna appointment type → "Use door code 1234 and bring a towel." A Red Light Therapy appointment type → "Bring goggles and arrive 5 minutes early."
  5. Add a minimum and/or maximum age requirement. Age requirements are for informational purposes only and will not prevent a client from booking if they do not meet the requirement.
  6. If clients need to bring items to the appointment, enter what they should bring. You may use the preset items or enter your own.
  7. Enter Max Attendees.
  8. Select Save.

Max Attendees

This refers to how many clients can be booked into the appointment at the same time. For individual private sessions, enter 1. For a duo or two-person semi-private appointment, enter 2.

Step 3: Add Appointment Details

  1. Enter your online booking rules to set who can book online. Choose between Anyone, Members Only, or Nobody.
  2. Determine the number of days, minutes, or hours the booking window opens before the appointment. For example, if your booking window opens 14 days prior, clients can start booking 14 days before the appointment start time.
  3. Enter the number of days, minutes, or hours the booking window closes before the appointment. For example, if your booking window closes 30 minutes prior, clients will not be able to book within 30 minutes of the appointment start time.
  4. Set whether the appointment availability is In-Studio or Livestream.
  5. Under Standard Pricing, define your prices in dollars or credits. You can set both member and non-member pricing.

    Standard Pricing — Single Session Appointments

    Standard pricing is the equivalent of drop-in pricing for classes. It is not created as a single appointment plan. The pricing entered here is the default a client will pay unless you set unique pricing for specific staff members. When you assign a staff member to an appointment type, you will have the option to use Standard Pricing or to enter pricing unique to that staff member.

  6. If you do not want clients to book the appointment online, leave the Make visible to the public? checkbox unchecked. If you'd like to allow online booking, check the box.
  7. Select Save.

Step 4: Add Payment Options

Select the Payment Options tab, then check the boxes next to the plan(s) you'd like to accept as payment for this appointment type. If you haven't created appointment plans yet, you can do so after completing the appointment setup.

Step 5: Set Eligible Staff

  1. Select the Eligible Staff tab.
  2. Choose Add staff to appointment and select a staff member from the drop-down. If the staff member does not have availability set, you will be prompted to add it. Note: availability is set at the all-appointments level. For example, a timeslot from 8:00 AM to 10:00 AM on Saturdays allows any appointment type to be booked during that window.
  3. Configure pricing for the staff member:
    • Use Standard Pricing (check the box): Applies the pricing entered in the Details section.
    • Do not use Standard Pricing (leave unchecked): Enter member and non-member pricing unique to this staff member.
  4. Assign a Pay Rate from the drop-down. If no pay rate is assigned:
    1. Choose Link pay rate.
    2. Select Add a new pay rate to create one, or choose an existing pay rate.
    3. Select Save.

The staff member will now appear under Eligible Staff. To add additional instructors, select Add staff to appointment and repeat the steps above.

Step 6: Add Photos

Select the Media tab to upload one or more photos that will be visible to clients when booking.

Step 7: Set Staff Appointment Availability

Appointment availability applies to all appointment types — it is not set on an individual appointment basis. Any appointment type can be booked within a given timeslot, as long as the timeslot is equal to or longer than the appointment duration.

  1. From the main navigation menu, under Staff Center, select Staff.
  2. Choose a staff member, then select their Appointment Availability tab.
  3. Choose the edit pencil in the top right corner of a day-of-week tile.
  4. Select + Add a timeslot and enter a start and end time.
  5. Choose one or more locations.
  6. To add additional timeslots for the same day, select + Add a timeslot again.
  7. Once all timeslots have been added, choose Save.

Keep in mind:

  • If a staff member is already teaching a class or enrollment during a timeslot you are adding, you will not be warned of the conflict. However, clients will not be able to book an appointment with that staff member during times they are instructing a class or enrollment.
  • If a staff member has availability at the same time across multiple locations, they can be booked back-to-back at different locations. Be mindful of this when building staff schedules.
  • Timeslots must be added one day of the week at a time. For example, if a staff member is available Monday, Wednesday, and Friday from 1:00 PM to 2:00 PM, you must add the timeslot individually for each day.
  • There is currently no way to set a start and end date for appointment availability.

What is a timeslot?

A timeslot is a window of bookable time for an appointment, scheduled on a day-of-week basis.