Self-Book Tours

Prospects can self-schedule a tour with your location from their own device or directly from your website. This can be used for new or existing prospects and ex-members. The form includes dates and times for them to select which will automatically add the tour the Club OS calendar. It's recommended that the stand-alone self book tour link is added as a call-to-action on email/SMS campaigns and email/SMS follow ups when the goal is to schedule an appointment.

For more information on accessing features, check out the guide below.

• Accessing the Online Booking Links & Embed Code
• Additional Sharing Options (Dynamic Tags)
• Using the Form
• Form Submission
• Supported URL Parameters
• Sample Forms

Accessing the Online Booking Links & Embed Code

To access the form for your club or location, go to your name in the top right corner of Club OS and select 'Online Booking Links' from the menu. 

After selecting the option in the menu, you will be presented with a pop up that includes the various form options that are available. 

To pull the specific URL for the Company, Location or Employee make the desired selections in the pop up and click on the copy link for the link you would like to copy. 

• Company URL: When this option is used, a location dropdown will be present on the form that includes all open and active locations. Corporate locations and locations that are temporarily closed will not be shown. 
• Location URL: When this option is used, all appointments booked using this URL will be created at the selected location. No location dropdown will be available on the page. The default member salesperson will be assigned the appointments. 
• Salesperson URL: When this option is used, all appointments booked using this URL will be created at the selected location with the selected salesperson. No location dropdown will be available on the page. 
• Note: For employees that work at multiple locations, make sure you have the location selected where you would like appointments created prior to copying the salesperson URL.

Embed Code

To get the code to embed the form onto your webpage select the option to copy the embed code and it will be copied to your computers clipboard. 

• Company Embed Code: When this option is used, a location dropdown will be present on the form that includes all open and active locations. Corporate locations and locations that are temporarily closed will not be shown. 
• Location Embed Code: When this option is used, all appointments booked using this URL will be created at the selected location. No location dropdown will be available on the page. The default member salesperson will be assigned the appointments. 

The embedded form will adjust formatting based on the width. If a width of less than 400 px is specified the narrow view will be shown.  For widths greater than or equal to 400 px the wide display will be shown. See examples below for more information.

Additional Sharing Options

Booking links can now be shared using dynamic tags in follow up scripts, email campaigns and text campaigns! 

The following dynamic tag options are available:

• Membership Follow-Up Booking Link - Appointments scheduled using this link will automatically be assigned to the recipients assigned membership follow-up employee at the location which the lead is located.
• Location Booking Link - Appointments scheduled using this link will automatically be assigned to the recipients location and will be scheduled with the default member salesperson.

Dynamic tags can be incorporated into scripts and campaigns using the merge tag or dynamic tag selector on the page. 

Using the Form

All versions of the online booking form capture the same prospect and appointment data.  The following fields are available on the form to capture prospect information:

• First Name
• Last Name
• Email Address
• Mobile Number
• Opt In 
  • By default, the Club OS approved SMS Opt In verbiage will be shown on the form with a checkbox.  To change this to your specific club's verbiage, contact your account manager. 

The following fields are available to capture the appointment information:

• Appointment Date
  
  • All dates for up to two weeks in the future are available. Based on the time of day the form is being viewed and the booking threshold set for tours the current day may or may not be available. 
• Appointment Time
  • All times within the club or locations set follow-up hours will be shown in the dropdown in half hour increments. The form will exclude any times that are within the booking threshold that has been set to prevent any last minute appointments from being added to your calendar.  In most cases, this is set to 60 minutes before the event start time.
  • To set or change the follow-up hours or the booking window for your club, contact your account manager or support@club-os.com.

Form Submission

When an online booking form is submitted, the following things will occur: 

• The prospect will be created with the supplied information or Club OS locate the existing prospect
• The appointment will be added to the calendar for the location and/or employee at the designated date and time
• The Attendee Reminder for the event will be automatically set based on the club's configured defaults
• A note will be added to the prospect's account identifying whether or not they were opted in to SMS via the form at the opt-in verbiage on the form at the time of booking
• A notification email will be sent to the event owner and any additional email addresses defined in the location's Online Appointment Notification field (located via My Club > Location Settings > Location Defaults).

Supported URL Parameters

The following parameters are supported for the standalone and embedded booking forms: 

• Marketing Source:  The marketing source that should be applied to the prospect that is created via the online booking form. If no source is specified, 'Club OS Booking Form' will be used as the booking source.
  • Add the following to the end of the URL to send through a unique booking source:

marketingsource=”My marketing source”

• Booking Source:  The booking source that should be associated with appointments booked via the online booking form.  If no source is specified, 'Club OS Booking Form' will be used as the booking source.
  • Add the following to the end of the URL to send through a unique booking source:

bookingsource=”My booking source”

Sample Forms

Sample Company Page

Sample Location Page: 

Sample Embedded: 

Width = 600 px, Height = 500 px

Width = 350 px, Height = 750 px

This feature is tied to an Access Online Booking Link user permission available for Admins, Location Managers, Front Desk and Salespeople - It can be found at the bottom of the list in the ‘Lead Management’ section in both the admin app or the web app. If you are unable to edit this permission, please reach out to support@club-os.com.