Click and Fit — guide for trainers and fitness studios
A complete guide to business profile administration — from registration to everyday use.
Contents
What do I need to get started?
- Register a business profile — your public page and access to administration.
- Create at least 1 activity type and assign an instructor if you have a team.
- Add a class (slot) to the calendar — a specific day and time when the activity actually takes place.
- Share the reservation link/QR code with your clients.
This is enough to start accepting reservations. Everything else below is for everyday use or is completely optional.
- Reservations — approval, if you have chosen manual client approval.
- Check-in clients on the day of the class.
- Clients — database, search, data export.
- Statistics — attendance, revenue, occupancy.
- Notifications, employees, visual theme, rooms, locations and subscription plan — all in Settings.
- Advanced modules (Digital Gym, Events, Subscription cards, Accounting).
- Referral program and multilingual support.
Introduction: how the platform works
Click and Fit is a reservation management system built around 4 main "building blocks":
- Business profile — your public page through which clients make reservations.
- Activity types — the "templates" for your services (Yoga, Pilates, Personal training...).
- Calendar and classes (slots) — the specific times when a given activity type takes place.
- Reservations/Clients — the people who book appointments and their history with you.
Understanding this hierarchy (Activity → Class (Slot) → Reservation) is key, because almost every setting in the platform is connected to one of these levels.
1. Registering a business profile
What it is for: creates your public reservation page and gives you access to administration.
- Open clickandfit.eu/information/b2b and click "Create business profile".
- Fill in the profile details (see the fields below).
- Click "Create business profile" — the profile is active immediately, with a 30-day free trial.
Fields in the registration form
clickandfit.eu/your-name). The system checks immediately whether it is available — look for the green text "Available!" before continuing.Onboarding checklist
Immediately after creation, the platform welcomes you with an onboarding checklist — a list of steps you need to complete before your profile is fully ready for clients:
2. Activity types
What it is for: an activity is the "product card" for your service — it defines the price, duration, capacity and payment methods for each type of class/service you offer. Once created, you can "run" it repeatedly in the calendar as classes (slots).
Creating a new activity
Go to "Activity types" → "Add new activity type" and fill in:
Controls when a reservation is confirmed automatically and when it waits for your approval. There are three options:
"Approve only new users" (default, recommended) — every client who has not yet been marked as "Present" at one of your classes goes through manual approval for each reservation. Once you check them in as attended, their account becomes activated and from then on they can reserve without waiting for approval. If they later miss a class and you mark them as "No-show", their account is deactivated again and they go through approval again for the next reservation. This way, regular clients book instantly, while people who do not actually show up must be approved every time again — the best balance between speed for loyal clients and control over new or unreliable ones.
"No approvals" — everything is confirmed automatically, regardless of whether the client is activated. Fastest for the client, but without the option to review a new reservation in advance.
"Approve all reservations" — always goes through you, regardless of whether the client is activated or not. Full manual control — useful for expensive or limited services such as personal training, but takes the most of your time.
Managing existing activities
From the list of activities, each one has:
Assigning an instructor to an activity
- From the cap icon () next to the activity, open the list of "Available people" (members of your team, see the "Employees" section).
- Click "Add" next to the desired instructor.
- The instructor appears in "Assigned instructors", with a "Remove" option.
3. Calendar and classes (slots)
What it is for: here you "put your activities on the schedule" as specific dates and times so clients can actually book.
Adding a class (slot)
- Open "Calendar" — monthly view by day.
- Click the desired day → a "New slot (class)" button appears.
- Select which already created activity to "run" on that day.
- Fill in: Time of the class, Number of spots (preloaded from the activity, but you can adjust it for the specific day), Duration (minutes), and Repeat — a checkbox that automatically creates the same class (slot) every following week (ideal for a fixed weekly schedule, without entering every week manually).
- "Create slot(class)" — the class (slot) appears in the calendar with the time and activity name.
Editing a class (slot)
From an already created class (slot), using the "Edit" button, you can adjust the time, number of spots, duration and change the instructor who leads that exact time (useful if the activity has several instructors who rotate).
Duplicating a week
If you have a stable weekly schedule, "Duplicate week":
- Select which week you want to copy (source).
- Select which future (empty) weeks it should be copied to.
Saves hours of manual entry when starting a new month.
Class (slot) details — 3 tabs
Each class (slot) in the calendar, when opened, shows three tabs:
Manually adding a client to a class (slot)
From the "Add" button in the class (slot), you have 3 options — useful for phone reservations:
Deleting vs. deactivating a class (slot)
4. Sending a reservation link/QR code
What it is for: this is the final onboarding step — how you actually get clients.
The public page (clickandfit.eu/your-name) shows the name, description and calendar, from which clients directly select a day, time and activity and confirm a reservation.
This link is what you put in your Instagram bio, Google Business Profile, business cards, QR sticker on the window, and so on.
5. Reservations — approval
What it is for: this is where reservations that require your decision wait — according to the activity's "Reservation approval" setting.
With the recommended default setting, you will mainly see new clients here or clients who have recently missed a class (and whose account has therefore been deactivated) — regular, already activated clients do not go through this page at all, because they book automatically.
If there are no pending approvals, you see "No reservations for approval". For a pending reservation, you can approve or decline it directly from here.
6. Check-in (overview)
What it is for: a quick view of "what do I have today" — ideal for the reception screen in the morning.
7. Clients
What it is for: a central database of all people who have made a reservation with you — for bookings, attendance and analysis.
Client profile (details)
By clicking a client from search, you see:
- Status (Active/Inactive), email, phone
- Statistics: Visits, No-shows, Cancellation %, Last visit, Member since
- "Future reservations" and "Past reservations" tabs (full history)
- Direct "Check-in" button — mark attendance directly from the profile, without searching for the class (slot) in the calendar
This page is especially useful for identifying loyal clients (for bonuses) or problematic no-show clients (for a stricter approval policy).
8. Statistics
What it is for: a quick pulse of the business — how many people come, how many new clients you gain, how much money comes in.
Main view (monthly)
Month-by-month navigation, with metrics:
- Attendance — total number of checked-in visits
- Unique clients — how many different people have attended
- Occupancy % — how much of the total capacity is actually used (a signal whether you should run more/fewer classes (slots))
- No-show rate — how many reservations end without attendance (a signal whether you should tighten the approval policy or introduce a cancellation fee)
- New clients — growth of the base
- Revenue (€) — generated turnover for the month
- Clients with the most reservations — your top loyal clients
Detailed statistics
Allows filtering by a specific period (from-to date) and by a specific activity — useful if you want to compare the performance of two different classes (for example, morning Yoga versus evening Yoga).
9. Settings — full overview
9.1 Notifications
What it is for: automatic communication with clients and team, without writing messages manually.
To clients (SMS):
Works on a credit system — SMS credits are topped up separately (you see your current balance and a "Top up" button). You turn each type of notification on/off separately:
- Notification for an available spot on the waiting list
- Notification on class cancellation/approval
- Notification one day before class (to all registered clients, or only to new clients)
- Notification after 28 days without a reservation — automatic client "reactivation" for people who have not attended for a long time (useful for retention)
To staff (push/email):
For each activity separately, you choose whether the instructor/team should receive a push notification on the phone and/or email for only two events: a new reservation for approval and a reservation cancellation.
9.2 Employees
What it is for: delegating administration access to your real team, with different permission levels.
You see the current team with their roles. Add a new employee by email only, with role selection:
9.3 Theme selection
What it is for: visual branding of your public reservation page (not the administration).
- Background: Dark, Light, Khaki, Ocean Dark, Ocean Light
- Accent color: Green, Pink, Purple, Ocean
- Direct preview link to see how it looks for a client before deciding.
9.4 Profile settings
What it is for: basic business information + data for automatic invoicing.
- Name, description, phone, address — the same as during registration, editable at any time.
- Background photo for the public profile (vertical, up to 5MB).
- Invoice details (optional): Company, Registered address, Manager, Company ID — if you do not fill them in, the system simply does not generate invoices automatically.
9.5 Rooms
What it is for: defining physical spaces in your studio (for example, "Room 1", "Yoga room", "Weights room") — useful for studios with more than one room, so reservations do not "overlap" in the same space.
9.6 Advanced modules (add-ons)
What it is for: optional functionality extensions, each with its own price (see "Payment").
9.7 Locations
What it is for: if you have more than one physical address/branch, each location receives its own slug (public address), but shares the payment method and overall class (slot) limit with the main account. Each location can have different trainers.
9.8 Payment (plans and prices)
What it is for: choosing a subscription plan according to the scale of your business.
- Free trial period (30 days from registration, with a clear expiration date).
- Plans for trainers: Basic (12€/mo, 30 classes (slots)), Plus (20€/mo, 60 classes (slots))
- Plans for studio/gym: Studio Small (40€, 120 classes (slots)), Studio Large (80€, 240 classes (slots)), Studio Ultimate (130€, unlimited classes (slots))
- Separate Digital Fitness plans for the Digital Gym module.
10. Help and support
- Official "Help for trainers" guide with short video demonstrations of the main steps (registration, activity, class (slot), reservations).
- Direct contact via Viber for quick help if something is unclear.
11. Additional commercial information
SMS credits — prices
SMS credits for client notifications (see 9.1) are topped up from the online shop with package prices, for example:
- 10 SMS — 4.50€
- 100 SMS — 8€
- 300 SMS — 22€
Larger packages are significantly cheaper per SMS — if you actively rely on automatic reminders, it is more cost-effective to top up a larger package at once.
Digital Gym — detailed price list
The "Digital Gym" module (TV screens for self-guided workouts) has a separate, more detailed calculator outside the usual plans:
- One-time configuration: ~200€ (hardware + license/activation), calculated according to the number of rooms and number of screens per room (up to 8 rooms, up to 4 screens per room).
- Monthly subscription: from 100€/mo upward, according to the number of screens.
- Includes: synchronization of up to 4 screens in real time, remote content management from a phone/laptop, automatic management of free spots and waiting lists.
- Not included in the price: video materials (additional packages are available on request), cabling over 15m, installation of the screens themselves.
- Hardware delivery: up to 14 business days (for orders up to 5 TVs), free in Bulgaria.
- Support: remote diagnostics within 48h, on-site visit within 7 business days if needed.
Contact for ordering: phone number listed on the page /information/b2b/digital-gym.
Referral program ("Invite a colleague")
Each business profile automatically receives a unique referral code (the profile slug):
- Share your code with a fellow trainer/gym owner.
- They enter it in the "Promo code" field during registration → they receive 2 months free.
- Upon their first paid subscription, you automatically receive 2 months of free use.
There is no limit on the number of colleagues invited — a low-budget growth mechanism through referrals within the industry.
Multilingual support
Summary of the business profile setup path
- Registering a business profile (~2 min)
- Creating at least 1 activity type + assigning an instructor (~3 min)
- Adding classes (slots) to the calendar (manually or with "Duplicate week") (~2 min)
- Sharing the reservation link/QR code (~1 min)
- Everyday use: Client check-in (Present/No-show), reviewing "Reservations" for approval, monitoring "Statistics" every week/month
- Periodically: reviewing "Clients" to identify loyal and "sleeping" clients