Overview

Private bookings — like personal training, hydro massage, or one-on-one coaching — require a special setup in Hapana. This guide covers every step: rooms, schedules, team settings, and how to make the booking experience seamless inside the app.

🎥 Watch the walkthrough:

Click here to watch on Loom

Or preview it below:

 

Prerequisites

Before you begin:

• Decide which rooms your private sessions will run in
• Prepare a team access group and placeholder team profile (e.g. “Hydro Massage Therapist”)
• Have a credit pack or drop-in price ready to assign to the private session

---

Step-by-step instructions

---

Step 1: Set up rooms

1. Click your profile name in top right > Select Edit Profile from the dropdown
2. Scroll down to Location
3. Click ‘Edit’ icon beside the relevant location
4. Click ‘Add Room’ to add your rooms (e.g. Massage Room 1, PT Studio, etc.)

Tip: Each private session type should have its own room

 

 

---

Step 2: Turn on booking request settings

1. Click your profile name in top right > Go to Account Settings > Configuration
2. Scroll to Business Profile and click Edit
3. Enable the following are enabled
   • Tabs Displayed: Request Booking/Privates
   • Request Booking Time Slots
   • Auto Confirm Bookings Request

 

 

---

Step 3: Enable Booking Request in Business Information

1. Go to Edit Profile
2. Within Business Information, click Edit
3. Ensure Enable my booking request is enabled

---

Step 4: Create or update your team access group

1. Go to Team Settings > Team Access Groups
2. Go to Schedule
3. Ensure the group assigned to your private staff has:
   • Booking requests enabled
   • Booking for all team members enabled

 

 

 

---

Step 5: Build a schedule template for the private session

1. Go to Schedule tab
2. Click the Settings cog icon > Schedule Templates
3. Click + Add New or edit an existing one
4. Ensure the following is complete:
   • Assign to correct room
   • Enable booking request
   • Enable Payment required
5. Save and update all future sessions if editing an existing template

 

 

---

Step 6: Create a “fake” team member profile for the session type

1. Go to Team Settings > Add Team Member
2. Use a name like “Hydro Massage” or “Infrared Sauna”
3. Assign to the correct team access group
4. Optionally add:
   • Profile photo
   • Bio or hours
5. Save the profile

---

Step 7: Link the team member to the schedule template

1. Go back to Schedule tab
2. Go to Schedule Settings > Schedule Templates
3. Find the relevant private session template
4. Under Available with, click Edit
5. Select only the private session placeholder profile (e.g. “Hydro Massage”)
6. Save

---

Step 8: Test the booking experience in the app

1. Open the app
2. Tap Privates > New Private
3. You should see only the correct private session
4. Click Next — if only one “team member” is assigned, it skips selection
5. Choose a time slot > Confirm > Done 🎉

If the client doesn’t have a valid package or credit, they’ll be prompted to purchase one.

---

Expected outcome

Clients can book private sessions directly from the app — with no confusion over staff, rooms, or time slots. The process is clean, branded, and tailored to your business.

---

FAQs

Q: Do I need a real team member for every private session?

A: No — you can create placeholder profiles (e.g. “Hydro Massage”) and hide others from being assigned.

Q: What if I want clients to pick the team member too?

A: You can assign multiple instructors to the session template — the app will ask the client to choose.

Q: Can I apply this setup to PT or 1:1 consults too?

A: Yes — just repeat the process with a different room and schedule template.

---

Still need help?

Reach out to our support team via [email protected]