Bookday Studio Setup Guide - Complete Onboarding Tutorial

Welcome to Bookday! This comprehensive guide will help you set up your studio's online booking system step by step. Bookday is a powerful booking and scheduling platform designed for fitness studios, yoga classes, wellness centers, and any business that needs to manage class bookings and client reservations.

Quick Setup Checklist

Estimated setup time: 30-60 minutes depending on your needs

Payment Setup

Note: You must be logged in to access this section in your admin panel. https://bookday.io/?section=products

To accept payments with bookings, you need to configure a payment provider. Bookday supports multiple payment providers to suit your business needs.

Booking Page Customization

Note: You must be logged in to access this section in your admin panel. https://bookday.io/?section=bookpage

Customize your public booking page to match your brand and attract customers. Location: Setup → Booking Page

• Custom URL: Choose a short handle (e.g., yourstudio) → bookday.io/yourstudio
• Page Title: Your studio name
• Logo: Upload your profile picture or logo
• Short Description: Brief intro text
• More Info: Additional information such as contact details or supplementary info (optional, appears at bottom of page)
• Background Image: Upload a background image
• Background Color: Pick a color with the color picker

Preview: See your changes in real-time on the right side.

Share Link: Copy the link at the top to share with your customers.

Locations & Rooms

Note: You must be logged in to access this section in your admin panel. https://bookday.io/?section=spaces

Set up your physical locations and rooms where sessions take place. Location: Setup → Spaces

Creating Locations

Locations represent your physical studios or venues. Each location can contain multiple rooms.

1. Click "Add Location"
2. Fill in name, description (optional), and address

Adding Rooms

Rooms are the specific spaces within a location where classes take place.

1. Select a location and click "Add Room"
2. Fill in room name, description (optional), and default capacity
3. Save - the room will appear under its location

Using Descriptions

Descriptions for locations and rooms are useful for providing instructions to clients. These descriptions are typically included in reminder emails sent 48 hours before the session.

• Location descriptions can include directions, parking information, or general venue details
• Room descriptions can include specific instructions like "Enter through the main door, second floor"
• Both location and room descriptions are included in booking confirmation and reminder emails

Team (Coaches)

Note: You must be logged in to access this section in your admin panel. https://bookday.io/?section=team

Add coaches to your team so they can access their dashboard and manage sessions. Location: Setup → Team

Adding Coaches

1. Click "Add Coach"
2. Fill in first name, last name, photo (optional), bio (optional), and email address (required)
3. Save

Coach Dashboard Access

Coaches can access their dashboard by:

• Going to the login page
• Entering their email address
• Receiving a magic link via email
• Clicking the link to access their dashboard

Coaches can access their dashboard at /coach_login or via the login page.

Coaches can view their assigned sessions and mark attendance.

Understanding Session Pricing

Note: You must be logged in to access this section in your admin panel. https://bookday.io/?section=products

This section explains how pricing works - it determines whether you need to create products. Understanding this concept is important before creating sessions.

Products (Tickets & Packs)

Note: You must be logged in to access this section in your admin panel. https://bookday.io/?section=products

Products are only needed if you use the credit system for sessions. Location: Setup → Products

Creating a Ticket or Pack

1. Click "New Product"
2. Fill in name, description (optional), price, currency, credits, validity (optional), max usage (optional), session types (optional), and requires membership (optional, Stripe only)

Settings Explained

Credits

Number of credits granted when purchased

Validity

Expiration period in months (blank = never expires)

Max Usage

Purchase limit per email address

Session Types

Restrict pack to specific class types

Requires Membership

Only purchasable by members with active membership (Stripe only)

Subscriptions (Stripe Only)

Note: You must be logged in to access this section in your admin panel. https://bookday.io/?section=products

Subscriptions are available only when Stripe is your payment provider. Location: Setup → Products

How It Works: Stripe handles auto-renewal. Credits are automatically added each billing cycle. Members can cancel anytime. Note that subscriptions are currently only available with Stripe.

Creating Sessions

Note: You must be logged in to access this section in your admin panel. https://bookday.io/?section=schedule

Create your class schedule and manage session availability. Location: Schedule

Creating a Session

1. Click "Add Session"
2. Fill in date and time, duration, name, description (optional), room or location, coach (optional), capacity (optional), payment type (Free / Credits / Fixed Price / Closed), pricing (if credits enter number, if fixed price enter amount and currency), and image (optional)

Duplicating Sessions

Once your first week is set up, you can duplicate sessions efficiently:

• Duplicate Week: Copy entire week to a future week (recommended)
• Duplicate Session: Copy a single session to another date or time
• Weekly Repeat: Create recurring sessions for 52 weeks (use with caution)

Basic Info Settings

Note: You must be logged in to access this section in your admin panel. https://bookday.io/?section=basic_info

Configure your organization settings and booking rules. Location: Setup → Settings (Basic Info)

Organization Info

• Account Name: Your studio name
• Country: Your country
• Timezone: Critical for scheduling - select your studio's timezone

Booking Rules

• Min Book Time: How close to session start can members book (e.g., 2 hours before)
• Max Book Time: How far in advance can members book (e.g., 30 days)
• Max Cancel Time: Deadline for cancellations with refund (e.g., 24 hours before)

Data Collection (Optional)

• Phone Number: Collect member phone numbers
• Waiver: Collect liability waivers with custom text

VAT Settings (Stripe Only)

Enter VAT rate percentage (e.g., 20 for 20%). Configure in Stripe dashboard for automatic tax calculation.

Frequently Asked Questions

Next Steps

Congratulations! You've completed the setup guide. Your studio booking system should now be ready to accept bookings.