Thanks to AZEOO you will be able to offer lesson schedules, appointments and events to your entire community.

Types of events

The tool is built around two booking formats:

• Activity: dedicated to group classes (Yoga, Pilates, Zumba, Bootcamp, etc.)
• Appointment: dedicated to individual one-to-one sessions (fitness assessment, nutrition assessment, private coaching, etc.).

Once the event type is validated during creation, it can no longer be modified afterward.

Add an event or an appointment

From the "Bookings" menu in your BackOffice, access your global calendar. To create a session, click the blue "+ Add an event" button at the top right, then select "Appointment" or "Activity".Features

The configuration of your session is done through several sections:

• Dates and Recurrence

Define the day, time, and timezone of the event.

Choose the **frequency **: the event can take place once only or according to a custom recurrence (e.g., every week). You also have the option to manually add additional occurrences.

• General Information

Enter the Name, Location (physical address, web link, or phone call), as well as the assigned Coach.

Image: You can upload an illustration image to personalize the display of the activity in the mobile application.

• Booking settings and visibility

Monetization: Define whether the event is free, paid (direct payment), or requires the use of credits.

Visibility: You can make the event visible to all your clients or restrict access to specific groups or profiles.

Configuration: Set the maximum number of spots available. The waiting list is automated: if a spot becomes available, the first person on the waiting list is registered and notified by email and push notification.

Schedule organization (Drag & Drop)

The calendar allows you to reorganize your events using drag-and-drop. To modify the time or day of a session, click on the event, hold the click, and move it to the desired new slot/day in the schedule.

Event overview

A simple click on an event in the calendar opens a quick preview window. It summarizes the essential information: pricing, location, coach, as well as the current registration status and occupancy rate.

Edit an event and manage participants

To modify settings or manage participants, click on the event in the calendar to open the full management page. (see visual below) :

This view centralizes two functions:

• In the center: Modification of the basic settings (name, date, location, visibility, etc.).
• On the right: Participant management. You can view the list of registered participants, the waiting list, cancellations, or manually register a client.

Make sure to save your changes before leaving the page.

Delete an event

To cancel a session, use the red "Delete appointment" (or activity) button located at the top right of the editing page.

⚠️ Important: In the event of deletion, registered clients are automatically informed via push notification. Past events cannot be deleted.

Now that you know how to add and manage your bookings in the calendar, here is some additional information to better understand the overall functioning of the module and its different rules.

Schedule structure and organization

To properly organize your activity, it is important to distinguish these three concepts that structure your schedule.

Event, Occurrence, and Recurrence

The system organizes your data hierarchically to provide complete flexibility:

• The Event (The template): This is the base element that you configure only once (title, image, pricing).

Example: You create a class template called "Bootcamp Cardio".

• The Occurrence (The specific session): This is a specific session in your calendar.

Example: Your Thursday Bootcamp session at 6:00 PM on the 15th. If you exceptionally need to change the coach only for that Thursday, you can modify this occurrence without affecting the other Thursdays.

• The Recurrence (The repetition): This is the tool that automatically duplicates your template.

Example: You schedule your "Bootcamp" to repeat every Tuesday and Thursday for 3 months.

Golden rule of recurrence: Please note that once your initial event is created and validated, the recurrence settings (as well as the creation of associated occurrences) can no longer be modified. Therefore, make sure to properly define your repetition frequency from the start!

Smart registration management

The module includes automatic features to optimize the occupancy of your sessions without manual intervention.

Waiting list

This management is built-in. If you set a limited number of spots and the class is full, the following clients are automatically placed on the waiting list.

• Automation: When a spot becomes available (participant cancellation), the first person on the waiting list is automatically confirmed.

• Notification: The client instantly receives an email and a push notification on their application informing them that they now have a spot. Your Small Group Training session is limited to 6 people. If a participant cancels 2 hours before the session, the system immediately registers the next client.

Technical limitation: Whether for the maximum capacity of an event or for the number of people on the waiting list, please note that the system is set to a very large limit of 999 spots.

Visibility and offer targeting

Visibility allows you to segment your services and display the right slots to the right profiles:

• Generic: The class is open to everyone (e.g., a beginner Yoga class).
• Specific targeting: The event is visible only to a specific group.

Example: You create "Competition Physical Preparation" slots visible only to members tagged as "Athletes" in your client database.

Locations and technical constraints

The system adapts its rules according to the coaching format you offer.

Adaptation according to the selected location

• Specific address: For your physical classes (in-club or outdoor).

• Web link: For your online sessions. The link is automatically sent to registered participants.

• Phone: For your remote follow-ups.

Important rule: If you choose the "Phone" location, the system automatically limits the capacity to a maximum of 1 person (reserved for individual coaching).

Management rules to remember

To ensure data consistency, here are the constraints applied by the tool:

• History: An occurrence located in the past cannot be deleted in order to preserve your attendance statistics.

• Direct payment: The automatic waiting list is not available for events requiring immediate payment (direct monetization).

• Isolated modifications: If you manually modify a specific occurrence (e.g., exceptional schedule change), the global changes made later to the parent Event will not overwrite your custom modifications for that session.

• Deadline management: The tool allows you to configure strict deadlines for each class. You can impose a registration deadline (e.g., impossible to register less than 2 hours before the class starts) as well as a cancellation deadline (e.g., cancellation impossible less than 24 hours before the session).

Updated on: 21/05/2026