--- title: Set up private sessions using booking requests description: Private sessions using booking requests --- [Skip to content](https://support.hapana.com/kb/article/813#main-content) English Show submenu for translations [![email-logo.png](https://support.hapana.com/hs-fs/hubfs/hapana_2022/email_2022/footer%20logo.png?width=300&height=78&name=footer%20logo.png)](https://info.hapana.com/en?hsLang=en) Open main navigation Close main navigation - English Show submenu for translations - [Submit Ticket](https://21gxv.share.hsforms.com/2-8HozJXMSTW8kaFHC32eaw) [Submit Ticket](https://21gxv.share.hsforms.com/2-8HozJXMSTW8kaFHC32eaw) Hapana Help | Find answers here - There are no suggestions because the search field is empty. 1. [Hapana Knowledge Base](https://support.hapana.com/?hsLang=en) 2. [Member Management](https://support.hapana.com/member-management?hsLang=en) 3. [Account Settings](https://support.hapana.com/member-management?hsLang=en#account-settings) # Set up private sessions using booking requests #### 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](https://www.loom.com/share/e037cdcdb37e434f9611fb13595ac072) 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   ![](https://support.hapana.com/hs-fs/hubfs/image-png-Jul-08-2026-01-18-05-7256-AM.png?width=2940&height=1450&name=image-png-Jul-08-2026-01-18-05-7256-AM.png) ![](https://support.hapana.com/hs-fs/hubfs/image-png-Jul-08-2026-01-19-16-1669-AM.png?width=2940&height=1450&name=image-png-Jul-08-2026-01-19-16-1669-AM.png) ![](https://support.hapana.com/hs-fs/hubfs/image-png-Jul-08-2026-01-23-30-9643-AM.png?width=2940&height=1450&name=image-png-Jul-08-2026-01-23-30-9643-AM.png)   --- ### 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**   ![](https://support.hapana.com/hs-fs/hubfs/image-png-Jul-08-2026-01-24-36-8581-AM.png?width=2940&height=1450&name=image-png-Jul-08-2026-01-24-36-8581-AM.png) ![](https://support.hapana.com/hs-fs/hubfs/image-png-Jul-08-2026-01-26-25-6336-AM.png?width=2940&height=1450&name=image-png-Jul-08-2026-01-26-25-6336-AM.png) --- ### 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 ![](https://support.hapana.com/hs-fs/hubfs/image-png-Jul-08-2026-01-27-22-4540-AM.png?width=2940&height=1450&name=image-png-Jul-08-2026-01-27-22-4540-AM.png) --- ### 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 ![](https://support.hapana.com/hs-fs/hubfs/image-png-Jul-08-2026-01-34-03-8068-AM.png?width=2940&height=1450&name=image-png-Jul-08-2026-01-34-03-8068-AM.png) --- ### 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 ![](https://support.hapana.com/hs-fs/hubfs/image-png-Jul-08-2026-01-34-43-2327-AM.png?width=2940&height=1450&name=image-png-Jul-08-2026-01-34-43-2327-AM.png) ![](https://support.hapana.com/hs-fs/hubfs/image-png-Jul-08-2026-01-36-06-3727-AM.png?width=2940&height=1450&name=image-png-Jul-08-2026-01-36-06-3727-AM.png) --- ### 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 ![](https://support.hapana.com/hs-fs/hubfs/image-png-Jul-08-2026-01-37-17-4717-AM.png?width=2940&height=1450&name=image-png-Jul-08-2026-01-37-17-4717-AM.png) --- ### 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 ![](https://support.hapana.com/hs-fs/hubfs/image-png-Jul-08-2026-01-39-24-0293-AM.png?width=2940&height=1450&name=image-png-Jul-08-2026-01-39-24-0293-AM.png) ![](https://support.hapana.com/hs-fs/hubfs/image-png-Jul-08-2026-01-38-59-3841-AM.png?width=2940&height=1450&name=image-png-Jul-08-2026-01-38-59-3841-AM.png) --- ### 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 [support@hapana.com](mailto:support@hapana.com) - [Member Management](https://support.hapana.com/member-management?hsLang=en#main-content) - [Account Settings](https://support.hapana.com/member-management?hsLang=en#account-settings) - [Client Accounts](https://support.hapana.com/member-management?hsLang=en#client-accounts) - [Edit Profile](https://support.hapana.com/member-management?hsLang=en#edit-profile) - [Retail Configurations](https://support.hapana.com/member-management?hsLang=en#retail-configurations) - [Other](https://support.hapana.com/member-management?hsLang=en#other) - [Schedule](https://support.hapana.com/member-management?hsLang=en#schedule) - [Client Page](https://support.hapana.com/member-management?hsLang=en#client-page) - [General](https://support.hapana.com/member-management?hsLang=en#general) - [Reporting](https://support.hapana.com/member-management?hsLang=en#reporting) - [Retail Dashboard](https://support.hapana.com/member-management?hsLang=en#retail-dashboard) - [Team Settings](https://support.hapana.com/member-management?hsLang=en#team-settings) - [Hapana Member Access Control (MAC) Doors](https://support.hapana.com/member-management?hsLang=en#hapana-member-access-control-mac-doors) - [Cash Drawer](https://support.hapana.com/member-management?hsLang=en#cash-drawer) - [Marketing Solutions](https://support.hapana.com/marketing-solutions?hsLang=en#main-content) - [App](https://support.hapana.com/marketing-solutions?hsLang=en#app) - [Contacts](https://support.hapana.com/marketing-solutions?hsLang=en#contacts) - [Marketing](https://support.hapana.com/marketing-solutions?hsLang=en#marketing) - [Conversations](https://support.hapana.com/marketing-solutions?hsLang=en#conversations) - [Settings](https://support.hapana.com/marketing-solutions?hsLang=en#settings) - [Automations](https://support.hapana.com/marketing-solutions?hsLang=en#automations) - [Branded Solutions](https://support.hapana.com/branded-solutions?hsLang=en#main-content) - [Branded App](https://support.hapana.com/branded-solutions?hsLang=en#branded-app) - [Branded Kiosk](https://support.hapana.com/branded-solutions?hsLang=en#branded-kiosk) - [Hapana Hub](https://support.hapana.com/hapana-hub?hsLang=en) - [Website Embed Widgets](https://support.hapana.com/website-embed-widgets?hsLang=en) - [About us](https://hapana.com/about-us/) - [Careers](https://hapana.com/careers/) - [Contact us](https://hapana.com/contact-us/) - [Privacy policy](https://hapana.com/privacy-policy/) - [Terms & conditions](https://hapana.com/terms-and-conditions/) [![email-logo.png](https://support.hapana.com/hs-fs/hubfs/hapana_2022/email_2022/footer%20logo.png?width=300&height=78&name=footer%20logo.png "email-logo.png")](http://hapana.com?hsLang=en) Copyright © 2025, Hapana