This guide outlines the process for using the platform's Instructor / PT functionality, which is designed to support a private, traditional personal training model where Instructors / PTs manage their own sessions and client bookings.
This functionality relies on a credit system, where the instructor / PT purchases the "right" to create a session, and then manages the booking of their own clients into that session.
Use case: External freelance instructor or PT
Instructor/PT wants to rent space or run sessions in your facility.
You agree a rate for space hire/facility use (e.g. £10 per session).
They purchase a number of session credits upfront (e.g. 10 credits for £100).
Credits are redeemed each time they schedule a session.
They then organise and run 10 private sessions with their own clients in your facility.
Using this system allows operators complete flexibility and control over this revenue stream within Clava, while giving full oversight of independent instructors and operators running sessions in their facilities.
Phase 1: Create an Instructor's / PT Credit Product
The first step is to create a product that instructors can purchase to gain the ability to create and manage private Instructor / PT sessions.
Create a dedicated product (e.g. a "PT Session Pack," or "Instructor Credits," or a similar name).
Determine the value: Decide how many credits (the right to create one session) are included in the pack and the price the instructor / PT will pay.
Specify usage: This pack is for Instructor / PT only to redeem for session creation, not for general public booking.
Phase 2: The Instructor / PT Purchases Credits
The Instructor must purchase the dedicated pack to gain the necessary credits to create sessions.
The instructor purchases the Credit Pack you created in Phase 1 by logging into their instructor portal.
Upon purchase, their Instructor account is credited with the corresponding number of Session Credits. Each credit allows them to create and run one private session.
Phase 3: The Instructor Creates a Private Session
Once the instructor has a pack/credits, they can create private sessions for their clients.
Access the Instructor Portal: The PT logs into their dedicated portal.
Create a New Session: The instructor navigates to Appointments and selects the option to create a 'Create new'.
Session Details: They enter the necessary details (title, description, time, date, duration, location, etc.).
Credit Redemption: When the session is confirmed, one credit is automatically redeemed from their purchased pack.
Hidden Timetable: Crucially, this session is hidden from the public-facing timetable. Only the instructor and the invited clients can see or access it.
Phase 4: Managing Client Bookings (Instructor Admin)
With the session created, the instructor is responsible for all client-side administrative tasks.
Direct Booking Link: The system will create the session as per any other standard session and include it in the general timetable, in side the session details is the unique, private link for the session. The instructor can copy this link.
Client Administration: The instructor can manage bookings in one of two ways:
Send the Link: They send the private link directly to their client(s), who can then use it to book themselves into the session.
Add Members Directly: The instructor can use the portal to search for and manually add any existing members to the session roster.
Client Payment: The method by which the client pays the PT is managed entirely between the instructor and the client, separate from this system's PT credit function.
Summary of the Flow
Step | User | Action | System Impact |
1 | Admin | Creates a PT Credit Pack. | Makes the product available for purchase. |
2 | Instructor | Purchases the PT Credit Pack. | Instructor account is credited with PT credits. |
3 | Instructor | Creates a Private PT Session via the portal. | Redeeming one PT credit. Session is hidden from public view. |
4 | Instructor | Sends private link or adds members directly. | Manages the client roster for that specific private session. |