reservation system for personal trainers

Offer loyal customers a more convenient way to pay for repeat visits – a punch card for a set number of visits or value, or top-up customer credit.

The reenio system offers several ways to let customers pay for reservations based on a previously prepaid value, instead of individual direct payments.

Punch cards work as a special type of coupon with a set number of visits or a gradually drawn-down amount (credit-based punch card). Applying the punch card code adjusts the reservation price accordingly, either by subtracting a defined amount or applying a discount of up to 100%. These codes don't have to be tied to a specific registered customer account, so they can be used easily and flexibly. They can also be restricted to specific events, so you clearly define which offered activities a punch card can be used for and which not.

Customer credit, on the other hand, works as a virtual wallet linked to a registered and logged-in customer account. A customer can top up their credit themselves online via a payment gateway (potentially with a bonus), or you can top it up manually in the administration, for example when paying in cash at reception. A credit wallet can in principle also have an expiration set.

Both solutions can be used effectively together with online payments, where the whole process of purchasing punch cards or credit can be fully automated. There are many possibilities, and it always depends on your specific settings and how you think through how and under what rules these customer-loyalty tools will work for your particular type of business.

If you offer services in regular time slots (60 minutes, 90 minutes, etc.), this is the ideal event type, offering a simple and clear booking process.

The Interval event type lets you define a time range within a single day and split it into smaller, regular chunks. On the reservation page, a customer chooses these specific time slots, which can also follow on from one another, extending their reservation according to the defined rules.

This event type is typically suitable for sports facilities and sports complexes, consulting and advisory services, wellness, or a sauna.

The reservation system can automatically inform customers, as well as admins and employees, about what's happening around reservations – you can set up system notifications according to your needs and the way you operate.

System notifications are automatic e-mails and SMS messages that the system sends on behalf of your reservation page without any further action on your part. These include confirmation of a successful reservation, confirmation of cancellation, confirmation of payment, reservation approval, a PDF with reservation codes, a reminder of an upcoming event, and more.

For each event type in the settings, you determine which channel it should be sent through – e-mail, SMS, or both – and, if relevant, how far in advance. For example, a reminder about an upcoming event can be sent 24 hours and also 3 hours in advance. Sending, of course, assumes you have the corresponding customer contact details available.

• For customers

  All communication and information from the system to the customer, including a reminder so a reservation doesn't lapse unnecessarily.

• For administrators

  To provide a basic overview of what's happening in the system without needing to constantly check and log into the administration.

• For employees

  Ideal when a specific employee needs to be notified that a reservation for their services has been made and they need to plan for it.

Unlike custom messages, these are messages with a fixed, predefined content reflecting reservation information – their content or form cannot be freely edited, only when and to whom they are sent can be configured.

Reach and communicate with your customers in their own language, whether they're booking from your home country or from abroad – the reservation page and the entire administration can run in multiple language versions at the same time. 4 supported languages are available for the administration, and 7 languages are available for localizing the reservation page.

Custom content that you enter into the system yourself (terms and conditions, resource descriptions, event names, homepage information, etc.) needs to be translated and provided by you. The system offers a clear way to manage information across multiple languages.

Let customers pay for their reservation or tickets online right away, before the service is provided – faster, more convenient, and with the certainty that the reservation will be paid, and therefore used.

The reenio system allows you to require prepayment as part of the booking process, so a customer's reservation only becomes valid once paid. You decide yourself whether online payment is mandatory, or whether you leave it up to the customer to pay on site. With mandatory payment, you can set a deadline by which a new reservation must be paid, otherwise it is automatically cancelled and the slot is released for another customer.

For online payments you can choose from several supported payment gateways. The reservation system then handles the technical connection and communication with the chosen gateway, but all business and formal matters are handled directly with the payment gateway provider – you keep the money you receive under your own control, in your own merchant account.

• GoPay

  An online payment gateway offering a wide range of payment methods, from card payments to fast bank transfers, Apple Pay, or Google Pay.

• Comgate

  Another Czech payment gateway that also operates in other European countries. Its payment methods vary and cover common needs.

• Stripe

  A global payment gateway that is becoming increasingly popular. It offers fast integration and approval, so you can start accepting payments within minutes.

• Bank transfer

  A special type of payment method where the reservation system itself can generate a QR code for payment and then automatically verify and match received payments.

After a successful payment, the system automatically marks the reservation as paid and generates and sends the customer a payment document. The reenio system offers a wide range of options and features for working with payments, including exports, refunds, and more. However, it should be noted that reenio itself is not an accounting system.

Offer your customers gift coupons for your services, and at the same time let them buy gift coupons online – the customer immediately receives their coupon by e-mail and can give it as a gift or use it right away.

Gift coupons are part of the broader discount coupon and punch card functionality, with a similar approach and possible uses for all these tools. You create a coupon with predefined parameters – a set validity period, discount amount, or value – and assign it to specific events it can be applied to (so you can have different coupons for different service offerings, or events that don't accept coupons at all). The customer then receives a coupon code, either directly from you or through an online purchase.

• One-off redeemable amount

  A classic coupon with a fixed monetary value, typically for one-off use as a gift.

• Percentage discount

  A discount coupon for a proportional amount, typically suitable for giving to new customers or as a punch card, etc.

• Gradually redeemable amount

  The coupon has a certain monetary value which is used up gradually – a form of virtual wallet.

• No discount

  A type of coupon that doesn't adjust the price at all, but can be used, for example, to restrict reservations to a limited group of customers.

For genuine gift coupons, the ability to create your own design (PDF) is important, reflecting not just your visual style and intended use, but also allowing space for a dedication and so on.

Keep a clear customer database with a reservation history and a whole range of related tools. The reenio system automatically builds the customer database based on reservations made or direct registration. A registered customer gains the ability to log in and manage their reservations directly within the reservation page. If customer credit is used, they can see their balance within their account and top it up online.

Depending on your settings, a reservation can also be allowed without registration, simply by entering an e-mail address or phone number, which is especially suitable where you don't expect one specific customer to use the reservation system regularly and often.

A well-maintained, extensive customer database is an important marketing tool. The system offers the option of bulk sending e-mail or SMS messages, which is useful for reaching customers with a new offer, a discount campaign, but also operational information or as part of crisis management.

The customer database naturally contains personal data, which today requires a certain approach to how it's handled and protected. The reservation system allows you to set up automatic deletion of personal data after a chosen period, and also keeps track of customer requests to have their data deleted. This makes it easier to meet GDPR requirements in line with the rules defined for your particular business.

If you need to import a customer database from another system or a manually maintained spreadsheet, that's no problem – an existing customer list can be easily and smartly imported into the reenio system.

Offer customers a reservation for a fixed time slot with a limited capacity – ideal wherever more than one person needs to be able to attend an event, but not more than you're able to serve.

With the Full single event type, a customer always books the whole event as set, i.e. a fixed time slot from – to, with no option to choose a custom time. This is typically an event with a higher capacity, taking place at a fixed time – suitable for sports events and lessons, seminars, lectures, concerts, exhibition openings, one-off courses, workshops, or tours.

For this type you can also enable a so-called waiting list, where a customer can still express interest in booking even after all available capacity has been used up. This event type also supports creating recurring reservations and supports online events.

Calendar synchronization lets you connect the reenio system with an external calendar. This is typically a connection with Google Calendar, and is set up simply by logging in with your Google account and granting access.

Reservations created in the reenio system will appear in your calendar, but the reverse doesn't happen – reservations aren't created from events in your Google Calendar (the booking process is complex enough that a calendar event alone isn't sufficient). In the other direction, i.e. from Google Calendar into the reenio system, synchronization is therefore only limited – events can be synchronized as time blocks, so that no new reservation can be created for that particular date and time.