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Schedule Appointments in Fit Pro Tracker + Video

How to schedule appointments and schedule batch appointments

Austin Foley avatar
Written by Austin Foley
Updated over 3 weeks ago

Managing appointments in Fit Pro Tracker is simple and flexible. You can schedule one-on-one sessions or book group appointments with multiple clients. This guide walks you through both options.

Schedule an Appointment for a Single Client

  1. Go to the client’s profile.

    • Click the Actions tab, then go to “Schedule” to open the appointment setup.

  2. Choose the date and time.

    • Select the preferred date and time for the appointment.

  3. Fill out the appointment details.
    In the pop-up action chart, you can:

    • Add a Title for the appointment.

    • Adjust the Start and End times.

    • Enable Repeat if you want the appointment to recur.

    • Insert relevant Notes (you may also add video details or a link for the client to access).

    • Assign the Staff Member handling the appointment.

    • Choose the Appointment Type from the drop-down menu.

  4. View and manage on the calendar.

    • The scheduled appointment will appear on your calendar.

    • You can drag and drop to change the appointment time.

    • Click and extend the block to increase the duration.

    • If there’s a scheduling conflict, the system will notify you.

Batch Book Appointments (Multiple Clients)

If you want to schedule an appointment for several clients at once:

  1. Select multiple contacts.

    • From your Contacts Grid, check the boxes beside the clients you want to include.

  2. Click on Batch Booking.

    • At the top right side of the page, click “Batch” button and then select “Booking."

  3. Set up the appointment.

    • Choose the date and time.

    • Fill out the details in the pop-up action chart (Title, Start/End time, Repeat, Notes, Video info/link, Staff Member, Appointment Type).

Booking Alerts

You can set up alerts so that clients are notified about their appointments:

  1. On the left menu, click Booking.

  2. From the sub menu, select Booking Alerts.

  3. Choose which type of alerts you’d like to enable—or turn on both options.

Important: Be sure to schedule appointments at least 2 days in advance so the alerts have enough time to be sent properly.

Send SMS Alerts


Send Email Alerts



Helpful Tips

  • Use the notes section to include video links or additional instructions for your clients.

  • Take advantage of drag-and-drop editing to quickly reschedule or adjust appointment times.

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