The problem
One-to-one coaches block out time for each client, and a no-show or a same-day cancellation leaves an unpaid hour. A tennis coach with 25 private sessions a week at $47£35€42A$67C$66 who loses 2 a week that way loses $93£70€83A$134C$132 a week, about $400£301€358A$578C$566 a month.
What the AI does
Square Appointments' Free plan, for a single location, includes an online booking site, automated reminders and prepayments, with no limit on staff calendars. Set up each session type with its length and price and ask clients to pay when they book. Write your cancellation terms on the booking site, for example that sessions canceled with less than 24 hours' notice aren't refunded. Reminders go out automatically, so fewer people forget. Online card fees are 1.4% + 25p for UK cards. Cancellation fees charged to a card and a waitlist are on Plus ($39£29€35A$56C$55 a month per location).
A worked example
A self-employed tennis coach in Harrogate teaches 25 private sessions a week at $47£35€42A$67C$66 mostly paid in cash or by bank transfer after the lesson. They move bookings onto Square Appointments' Free plan with payment at booking.
Before
About 2 unpaid no-shows or same-day cancellations a week
After
All 25 sessions a week paid at booking, so the 2 weekly no-shows are covered
What it's worth
About $400£301€358A$578C$566 a month recovered: 2 sessions a week at $47£35€42A$67C$66 times 4.3, that are now paid. It counts in full as profit because the coach's time was already set aside and there is no extra cost. Square's Free plan has no monthly fee; card fees on all 25 sessions a week paid online come to about $106£80€95A$154C$150 a month (1.4% of $47£35€42A$67C$66 plus 25p on 107.5 sessions).
How to set it up
- Sign up for Square Appointments on the Free plan and add each session type with its length and price.
- Set your coaching hours and court or venue times, and block out school runs and squad sessions.
- Turn on prepayment and automated reminders.
- Write clear cancellation terms on the booking site and send them to existing clients before you switch.
- Move regular clients over one by one, and check the calendar each evening.
What goes wrong
- Your cancellation terms must be clear before people book and fair under consumer law. If unsure, take advice before refusing refunds.
- Card fees on every session add up. If most clients already pay by bank transfer, compare the fees with the no-shows you actually lose.
- The Free plan covers a single location. Coaching at several clubs may need Plus at $39£29€35A$56C$55 a month per location; check with Square.
- For junior clients, the parent books and pays; keep the child's details to their first name and age.