Creating and Embedding a Dropslot Event (Video)

Welcome to today’s video. What we’re going to be going through today is creating a drop slot event, setting your team availability, and then embedding that drop slot event into a canvas page on your Fitness Hub site.

So, the first thing we’re going to need to do is go to our left-hand side menu, we’re going to click on Connect & Promote, and then we’re going to select Drop Slot Consultations. From the left-hand side here we’re going to want to select Team Availability.

For each of the members of staff that are going to be on this or going to be doing these calls, we’re going to want to set the availability for them. So if I select my name here, Daniel, and then I click the Add button, I can then select my availability for each of the days. So I’m just going to quickly go through and do that.

As you can see here from my screen, I’ve now set the availability for myself. I know that my colleagues have also done the same, as we can see here by selecting their names. We can see that they’ve got their availability in place.

So the next thing we’re going to want to do is create the actual event. To do this, go to Schedule & Events from the left-hand side.

I’m going to be clicking the Add Event button in the top right. My event is going to be for a 15-minute call before someone signs up for our summer programme, just to gauge if they’re the correct fit for the gym and if the gym is going to be the correct fit for them as well.

So we’re going to call this our Six Week Summer Programme. You can give this a description if you wish to do so. I’m going to set my call duration to 15 minutes and then you can set your event categories if you already have done so. For the purposes of this, I’m going to be selecting Check-in. You can also select a highlight colour as well for how you’d like that to appear.

I want this to be a rotating host because I know there’s going to be multiple of us doing these calls. So I’m going to select myself and my colleagues as well that are doing the calls.

We only want one attendee at a time. We don’t want to allow members onto this call because this isn’t for them. This is for new sign-ups, leads, guests, or any potential new sign-ups you may be getting to the gym. So we’re going to allow leads and we’re going to allow guests.

We’re going to make sure this option here is selected to convert or match a guest with a lead. So if their details are recognised by the system, it will be matched up to that lead that’s already in there. If not, they will be created as a lead in the system for you.

We’re going to keep our maximum concurrent bookings per user to one, just so that we’re not overwhelmed or someone doesn’t potentially double-book themselves.

For our location we’re going to be selecting Telephone because these are just going to be phone calls that we’re doing.

How far in advance may this be booked? We’re going to keep this to seven days and we’re going to have our notice period kept to three hours. Our gaps between adjacent events we’re going to keep to zero minutes. Then our default invitation expiry we’re going to set to 14 days just to give plenty of time.

Click Save.

As we can see, we’ve now created our Six Week Summer Programme. If I now go back into that by clicking onto the edit pencil, I can then set time restrictions.

I can restrict the times that this event can be booked by defining those times below. I’m just going to add in Monday and put in 9am to 5pm. I’m going to do the same as well for the following days.

Now that we’ve set our time restrictions and availability, we can see along the tabs at the top here we do have a few more options that we can go through.

We’ve got Questions, where we can add any additional questions that we want them to answer before booking. As this is going to be for our Six Week Summer Programme, I’m going to add in a question here:

“Can you complete the full six weeks?”

Make sure that that’s mandatory so they have to answer the question. Then tick here to save that question so that it’s added.

You can have as many questions as you like, or you can have none at all. It’s entirely up to you and whether it fits your purpose.

Over to the Schedules tab, this is where you can set a schedule for invitations to go out. As this isn’t going to be needed for this example, we’re not going to be using this tab today, but you do have this here if your event can use scheduled invites.

Coming over to our Reminders tab, I want to set a reminder so that whoever has booked onto it is notified about two hours beforehand that they do have an upcoming call from us and they will be expecting one.

Send this to the attendees and we’ll send this to the hosts as well so that we’re both getting these emails.

You can build out your email below here. You also have access to the merge fields over here where you can select things like attendee first name and attendee last name, and it will automatically pull through that information into the email that’s sent to either yourself or the attendee.

Then we click Save and we’ve now built out our email that will be sent to them two hours before the booking.

Now that we’ve set up our drop slot event, we just want to do a final peace-of-mind check to make sure that everything is working correctly and as we’d expect.

If we click Return to Event Listing, we’ve got our Six Week Summer Programme here. We click onto the embed icon and then click the clipboard here to get the public link.

I’m just going to open that into a new tab and, as we can see, that is working as we’d expect. People can book seven days ahead and we’ve got all the various slots based on the time restrictions that we’ve set. So we know that that’s working.

We can now close that tab and then go back to our drop slot event here. We’re going to want to copy that link and keep that saved on our clipboard.

With that saved to our clipboard, our next step will be building out our canvas page for our Fitness Hub site.

What we can do is click Close here at the bottom. We’re going to go back to our left-hand side menu and click Settings.

From Settings, we’re going to go to Fitness Hub App/Portal, click Edit Pages, Add New Content, and then Canvas Page.

I’m going to call this our Six Week Summer Programme. You can choose whether you’d like to have a header or footer added to the page automatically, or you can design and build one out yourself. It’s entirely up to you.

We’re going to give this a URL suffix as well. So we’re just going to call this “six-week” to keep that nice and simple, then click the tick here.

As we can see, we’re brought to the page builder where we can design and build out our page.

So I’ll be back with you in a moment.

Now that we’ve been building out our page, we’re at the point where we need to put in the drop slot embed widget.

To do that, come up to your top-left menu here and click on Blocks. From the dropdown, scroll to the bottom and select GymOS Elements. You’ll see the second option down that looks like a calendar.

Simply drag and drop that into your page and, as we can see, that’s there and ready for us to insert our URL.

To insert our URL, click onto the widget and then over on the right-hand side paste in the URL we copied earlier when we clicked on the clipboard icon.

As we can see, we’ve now got an embedded drop slot calendar within our landing page. This means everything can be done directly from the page and booked straight away.